HomeMy WebLinkAboutResolution - 2874 - Contract - Rene Bates Auctioneers Inc - Sale Of Surplus Property - 06/23/1988HW: j s
RESOLUTION
Resolution #2874
June 23, 1988
Item 33
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute for and on behalf of the City of Lubbock a Contract by
and between the City of Lubbock and Rene Bates Auctioneers, Inc. for Auc-
tioneering Services for the sale of abandoned and surplus property, attached
herewith, which shall be spread upon the minutes of the Council and as
spread upon the minutes of this Council shall constitute and be a part of
this Resolution as if fully copied herein in detail.
Passed by the City Council this 23rd day of June , 1988.
B. C. McMINN, MAYOR
ATTEST: v
Ranet a boyd, City Secretary
r-APPRO D AS TO CO ENT:
Gene Eads, Purchasing Manager
APPROVED AS TO FORM:
r1
Harold Willard, Assistant City
Attorney
fes[
CONTRACT FOR AUCTION SERVICES
THE STATE OF TEXAS §
COUNTY OF LUBBOCK §
Res. 2814
THIS AGREEMENT is made and entered into this 23rd day of
June, 1988, by and between the CITY OF LUBBOCK, TEXAS,
hereinafter referred to as THE CITY, and RENE' BATES AUCTIONEERS,
INC., of Route 4, McKinney, Texas, hereinafter referred to as
AUCTIONEERS.
WITNESSETH: That for and in consideration of a sum
equivalent to eight percent (8%) of the total gross proceeds
received at an auction for property hereinafter described,
AUCTIONEERS hereby agree to provide auction services at public
auctions to be conducted by THE CITY'S Purchasing Manager as
required for a period of three (3) years beginning August 1,
1988, at a location designated by the City of Lubbock, Texas, at
which any or all abandoned, stolen or recovered property,
including motor vehicles, held in custody by the City of Lubbock
Police Department and either unclaimed or not reclaimed for a
period of sixty (60) or more days, and also any or all property
determined by said Purchasing Manager to be surplus property of
THE CITY, will be sold to the highest bidder.
AUCTIONEERS hereby agree to provide at their own expense all
of their standard services and liability insurance coverage, as
outlined in their letter to said Purchasing Manager, dated June
8, 1988, and herein attached as "EXHIBIT All and made a part of
this Agreement as if fully copied herein in this place, save and
C',
except for any provisions therein which are inconsistent or
contrary to City of Lubbock Ordinance No. 1302.
THE CITY hereby agrees to provide for AUCTIONEERS at THE
CITY'S expense, all property to be sold at auction as well as a
complete list of said property, an auction site, personnel to
assist with auction sales, and police security for all property
and cash received. In addition, THE CITY assumes responsibility
for any and all individual and public notices required by law
prior to the sale or disposition of any property at the
aforementioned auction.
Upon mutual agreement between CITY and AUCTIONEERS, this
contract may be extended for an additional period of two (2)
years beginning August 1, 1991, under the same terms and
conditions otherwise herein stated.
IN WITNESS WHEREOF, the parties to these presents have
executed this Agreement in the year and day first above written.
CITY OF LUBBOCK: RENE' BA ATC IONEERS, INC.:
B. C. McM.NN, MAYOR RENE' B TES, PRESIDENT
ATTES
Rane to Boyd; Cityecretary
APPROV D . AS 'r0 ENT
Gene Ekds, .P.M. Purchasing
Manager
APPROVED AS TO FORM:
WO-4.�ea yot�e�
Harold Willard, Assistant
City Attorney
-2-
EI
REK( BRTES
ACCIMEEK K
114 IUMET HIM
0813 Ik/S41163;
61
J%* 6, 198E
?k . GLnW Eads
City of U"W.k
P. 0. BM 2000
ltbbock, Texas 79455
Re: Am -tion Services ftwz tl - RP 1 9790
Dear !1r. Lads:
Rank yaa for the opportunity to o tacit this propml for auction services to dispM_
of abandoned and surplus property for the City of !a>bEock.
As you are aware, we have held swy auctions for aoniefpalities Doer the years as the
attached "Auction Actirity - 1983 thru 1988" ediibits. Yue ircredients necessary to
conduct a paid auction include:
1. The reputation of the Auctioneer in the su)zt,
2. r" -d buyers who regularly follow sales by this Auctiouaner.
3. An above-r;eraQE advertising program,
4. A select list of buyers to receive direct mailirp brodnues.
S. Knvwle* of periodicals that can re46 buyers of specialized ptnpOrty,
6. Set-up sup► rasion that, ars faciliar with surplus Scud nbeolete property and oho
WXk well with People,
'. ?Rice support personnel than can pt•aeptly and efficiently obtain, infoZutioa
reQtL-qted Ly prespecti-ie buyers,
S. Clerics, ritr;wn and auctiorx.ers fiat politely and eoartci=ly represent both the
Auction cmparq arx4 t2,e rAmr wfile seeting Jw weds of Thr buyurs.
I `ctl aur Atr.tla, Crr„patry fulfils all 'hem-sxmirments.
I Ieel the auct.cras we havt: held for the City of Lubbock since October 1983 have been
rr+�Kstu], and I wwt to oanti Aw cut relationship as your Auctioneer.
I consider it a privi:ege t. sutr it tt s p�opoesal and MA to wort with, and for you,
and estetd aur full auction er-per:once to Quarmtee profitable and successful
auctiols for the City of to, t.
3' ely,
+. Rat•-$
bt;
RENE BRTES
AC6TIONEEK INC.
"I'v_4 ICC1INE[ TEIAi
5059 - iK /sit 1636
M, Mm A XTUIMUr. 1m.
UMC[f SHtYl= PRt»0 m
"m of Un=, MW
R"t4W-imt, M
A.
Rem' Bates Auetianeen , Inc. (hereinafter refetT%d to as Auctioneer) proposes to
furnish suction services for the city of Uftock, puts (bereinaft.er referred to
as Ocher), 1n accordance with the following:
1. Auction Se mew Contract will be for a period of three (3) rtrs with an
optic" to rcnlw for two (2) additional years for salt of abandoned and
surplus property to be crAwted an autually aaraed upon dates.
2. Karketrng will oaaOws four weLks prior to sale, and shall include:
a. Mvertismrerrts in newspapers,
b. Auction date listed in all trade journal auction calendars,
c. T>,a-mlor des distributed directly to 5,000 bjrers cls Tm tly as
file,
d. Direct cuntact with brain key buyers of similar property,
e. Listing Of this sale on all brodiu s sailed after the auctia, date is
set.
1. AuctiarAwr will furnish a canlplete staff of licenced auctioneers, ringram,
clerks, cas?ders, registsatico and as nmtirpersonnel. All Asper work
during and follonW the sale, including:
a. Registratim
b. Buyer's Statarsnts
C. Usts of Registrants
d. Lists a1 b4m
e. Reports detailing section activity
Tall be the res;pamdUlity of the Auction GclspuW.
9. The vollariag additional points are included since we believe they ar* In to the
suooass of the sUCUM 1.
1. Auctioneer's :alt Preyaratura ftuV"r will supervise the riot W, or line-up,
Of wavIus and ubanda w prapertia in the pcgw ftQttsrrca to be sold Most
efficiently ane effectively. Owner's representatives will be omnaulted +deer
detwu ning lot sites and the order of sale.
2. DrocfwrPs and rwistration forms will clearly include the following
statements:
a. Burr is %an* to inspect goods prior to sr1Q and is octane of sad
acb0wledgw M&tion of goods.
b. All item art sold, "aa is," 'there is." and 'bath all faults."
c. Any refere" to size, Quality, capacity or grab is for i6wtificatim
PwVmw I'Ny, end not a w:,zrat%ty, els "s ter implied, m to eadition.
q4411ty .Vwlty 4 pntf.tvWxv ,•444hilITY c>< the &ILds C NqA ter tlwr
w"T t emt y „t t1110$ t hart/ Air tr 1161 t art iew ma&- w1 t t, rrm;ww't tr the
fit vA,: Owls. 14
Rme' Bates Auctlowers. Inc.
Auction Services hvposal - Rrf f 9794 Am 1. UN
city of lab =t. Toms
d. All buyers are rexXrw ole for their own laadize of is fts 9 itaas.
E. 71r time of sale, the buyer's naw and price of itan sold is anwmced by the
Awtianeer. No dwqw in pride or Quantity can be made by aayme but the Auctioneer,
sad at that time only. in fay dispute ovet price, Quantity or betvtsn bidders, the
Avctiaeteex resaws the right to settle any and all suct disputes, sad his decision
shall be final.
t. All bidd?rs are M.Lired tc register prior to the auction. The Auctioneer reserves the
right to refect the bid of anyone who is not a registered bidder.
3. Tape raaordings of ttx- entire auction shall be aide to assure acoirate bidding and buyer's
responsibilities.
t. Auctioneer «ill provide a lyve ft&ed Thwsand Dollar (M,000.00) liability insurwoe
PAICY to the City of 14, k, alotg with an umbrella itrsurwoe polity for other omwages
in the wount of One Million Dollars (S1,000.000.00!.
5. Auctioneer small utilize its muter system to promptly and acicusately record the
activities of the sale. Upas ar4usion of the wetion, the following reports rill be
provided:
A. Im oice to toyer in triplicate,
b. fully priced catalog listing the btnyar of each lot,
c. AMY priced catalog listing, by depertawt, tie borer of eeech lot,
d. Surmary of data vhich shows the eases of all registrants, the games of all balers, and
the wount purftsed by each buyer,
e. Otbw report formats are available.
The diskettes shall be retained in Auctioneer's file for two pwo after the sale in order
to furnish supplMeatal data to Owner.
A aaaual back -W aco mtineg system will be used in the surest of power failure, in whit
use, all irdoemation pertaining to the auction will be input into the computer after puma
has been restored.
6. Auctiabow will not be re+e awib]r, fez, nae will collect eomaission an. any steal not paid
for ty burn.
C. rbc=t of Proposal
I. Attadled is a sd &de of tuctiena oacducted during the pst ti" rears stteyeritg the rwge of
grow procaeda tot certain municipalities and Utility aopetties as an *%we of Car
e4wi0xv in oaduotierg suctions. IWW of tbeec saicipelitlat boyo bow clients since the
early 1470.1.
2. became of as cortirmnd swcm in aandwtinp rrticas in VUUW peop *dcxl area, we
hose an extensive aailug Dist eantainiag saws of stied btpm. Vg sntiel"
4istribut rnq iWnecinrntely R, tau unres to knows bVets in the "ter 14bodt arae. as
:' to anon btAvrs rt wLAM- !fie ;f tin-+ard:t«r t*xatgtxut the tUted States. Canada and
&we' dates Ahhcticneers, Inc.
Lrtiaa 3erviees Proposal - RFP 14190
City of Uftock, Tww
Page 3
aw 1, 1418
Auctiawer's mailing list is cneputerizW , mooted by zip code. Thus list is also sorted by
type of serdmdise sold. i.e.: vehicles , heatiy OqW Vkmt , surplus prq*M' abara�
property. surplus buildup materials, airplanes, boats. etc.
Ye: have included in this proposal, a portion of our mailing list, as requested. *46 1e ask
be kept in the strictest r"didenre.
Two-color brochures tsWles includAdl will be mailed to the proper selected codes in our
ccmputerizod nailing list. fie brochures will also be rrailsble as handouts to buyers at
vvticw two weeks prior to the sale.
3. Arc unting will be computerized. Tollowirp is detail of oar peooedhaxs:
a. RiX;IMATIM YWI: Drivers license and bank letters of gtUntee are rop mted at
registration. The foam is ooWleted by the registration clerk sod the bddder is
required to sign the Bidder Cwbmct.
The Bidder retains the hard copy, the wtrite copy is used by the Cosputer Operator to
input the registration information. the a Bade sad "I beattsched to over e
ni
Cashier's M of the Buyer's Iavoe when paymesht is
the Owner at thee end of the sale.
b. CIS. Std: Eben thr inv+esstory is lined up and taQ4ed. the We Preparation !l Wa
writes tlhe lot number and oamplete des=W-ion of the iteats) to be 8014. At the time
the irmestory is iapttt into the computer,
ts1��lt � of return fi�a+es cars be
are Wted and assiTumt Of
categcriE.s ( fferent funding department
caVuted whets bow value figures arm prcmided for each la.
The Clerk :fleet is used to print the buyer's Catalog, which eaa be M& amlable to
Bidders at registratias.
As each Clerk SAeet is eoapleted, it. is -
run/. to the ltaedm Office for computer input.
Sontrol totals are checked and verified by manual use Of a oalculatct to assure accuracy
of data inpst .
c. $t1M SAILS ann: During the FWV" of the auctica, dare are two methods of
ascertaining the balance due from each Buyer. ode is a Buyer Sales Print showing each
txtyer. by bidder number and naw . the total plc hoses made. A screen lsartion, "buyer
Sumaary Inquiry' can be used to et,eck &iyer's total purchases. The control factor is
used to cheek asount of bunk letters of guarantee 8gauhst the aw t purcbased• The
brier is notified if hr: extends is credit line std he eco taake arrstOMMts to eatetrd
his rrrd+t, cr t?w hrttawa is notified and the bidder is refused arty additional bids.
fiu capacity is oat only used to eaatrol the osllactian of the proceeds. but frsgomtly
Ipyc-rs apprcwt the Ca4det to irquir" ab""t the WAMMt of coney they have omitted to
r►,r, gh l ,' .
'tww pA,f•r ^�1rfi c,ttot alrf tr ,,eu.A +� alsw "ales tax nolle& d.
l�
�11
PAM#, Sate$ Lrtionmrs. Inc.
buetian Services Proposal - R" t 9790
City of Utboct, texas
hP4
Jingo S. 190
d. SM DNoIcW: *An the Bayer is ready( to pay out. the Ctshiet COPOsts bis OW cit
the Registration Tota. Invoices are Drintod in triplicaate - tbOWW lot air.
description of lot and price. One Dopy of the invoice rasaitts with the dasltixr: tar
copies are given to the buyer for dueck-Out ptupcs'es. The Caedr-OA Clerk verifies the
property claimed by the Buyer and retains one Copy' of the Invoice far his records. the
Buyer retains ane copy of the Invoice as his Bill of sale for the property PadAsed-
e. DOW FWIMATION MINI: Reports every MAIVI&W rho ptrctwed at the atrtim.
including drivers license tuaobe:rx, tax eaoelPt mmim . teley xxte aamethod of payment
and bank inforration.
f. lWILM LISP: Hill n4istration is duecked against Suctianeet's nailing list for
buplicatian and input into the Computer mailing iristm far future auctions.
�. PRI® VyM d1JIit: Reports lot ntrber, buyer atad.er, deeaiptim, Quantity and amount
paid for each lot.
h. Di4iQP1M CMIM: two "fields" are available in the SWUM pr+oQram to Word dif slat
classifications Over and Category). Both "fields" bee mlimdted space for separating
monies to different funding sources.
i. PRI® 1lIVDMW MP - MM: Reports, by hidden rtsaber, descr*ica of lot, book
valuc . percent return, price per lot aced totals far ass& baff.
j. PP.ICB} D1Vi2f}' PY MW - *=MY. Reports, by lot Omber. CMt1aC/CateM, book value
and percent return, Quantity, Rice cad total. WS t+4Wt eeparat" the iavetatory by
category (at- depaartamt) sod is distributed to tate various 4OWMAU to verify the
break dance of the sale proceeds.
In sumaary. the enctian syste► enables the Auctioneer to proc1ss the activity of the auction
is a enem= raouttt of time.. Inquiries regardiog specific lots Or buyers tan be handled
instantmeously. Normally after the last ites is auctiaoed, final reports are Printed
within an hoar. Reports far diffe mt departments can be distributed dyottlY after the last
itm is auctioned.
4. Resume' of Auctiavmr's staff:
rue Auctim Company was farmer! in 1%6 by Rem* Bates, Route 4, VMWRY, Y, tCw- It soon
became appwMd to Mr. Bates that xxddPalities Were is osed of ptolessianal auction
serricea to dispose of that vehicles, equiisent, suapins cad Omfimm"d pr'aPM' by
1961. be was actively soliciting and vorkin0 for area atsdcipalitieS.
U 1973, far. WAS man atrarded a cmtract to dispose d !Left voldicles and eQdP A for the
wutt*m Ragim o! the 1lttited States Postal W-vica, boJ:21760M=
210 audiwo per
9®0
year in 90 cities in 16 states. since 1, auctions materials f m
wrivar plant and Other large facility oarmtructim projects bate been Ooe6 ted for utility
rcepanlern. The majority of sundcipelities ad Utility aolWWOs have retained or
as their full-time selling agent for several years. fitly we conduct Ower 100 auctiads
OWIV year tnt mono f pal i t ife and cat ility c 2wdes.
Qua' lata Auctiax ws, Inc. b
JUpe
Auction Services hvpow - Qfp 1 9790
city of Utboct, TaLqu
Anctionaer retains a Staff of Qualified and LVerianaed Lull -tine aucti=WM, riVOM, set
Sup sm and clerks. In allltim, part-time clerks are red at diffeceot locatims to assist
hi
in registration and rAseellanwus duties at auCt M8. AructiapW has scvaal tra1aed PM_
tire.• *)cclerks c are a-railable to assist at any auction. Zltlltime aaploy+ees iry-lude:
a UIW, President. After receiving a B.S. and K.S. iron fast Tis State
University, Mr. Mtee started to work an his doctacate is Anima: y•iare: ,
marriage domanded v"e Mcco' than a teach g career offered. To stVpic at his :.-ume,
he started conducting IOWauctions in the <
need Of sAdllcl - Y area. Re sax beast iva, of ih
Polities to recover assets frac obsolete and confiscated property. Re
soli'-ited area s+u:,icipalities to offer his services as their full -Lisle auctinneer and
W, "specialized" in invesbsent recovery for metal rya , Ik contract witt,
ttx Wired States POStal Sen•ice in 1713 finely established his career in the auctIm
industry. Re is frequently invited as a speaker at several State Asvociation Meetings
Of Purchasing Agents, as well as being involved in their national omvventiads. Be holds
a current State of Texas Auctioneer's Lime Pjaher 14 -Mg -006W. Mr. Bates is
married and has two daughters. be hes RAWAined his home and office at the same
location in 1idCinney, TO= since 1965.
b• SI15Alf UTM, vice President. 1trs. Batas received a B.E. from hest Gearpia university.
She has been twolwed iA the auction industry si= 1976. lbs. Bates is proficient in
all phases of auctim aftial tration and atumb all suctions to sWervise the auctim
® clerical staff. She interfaces with clients aM burgers to determine ftwxvpancies and
causes same to be resolved.
c. MY rMU. Computer aerator. Mail List M intedsnce. Ws. iseille recently jou►ed ate
stafl in the capacity of auction computer W -ordinator. Atter attending high sdool in
Loddca, Dgladd, she attended llornnan College in park, Georgia. Itm. reille
briuips to the auction oompany significant bmladpe in aoguiaition and disposal of
msiicipel property having ten years exprtiOW* as ping spent for municipalitieg in
00cV'Q?a and texas. She is nrried and has two grown sods. She is currently in the
process of Moving to i!dutney, Tom.
d. Gad" CMM, Auctioneer. Sales Preparation Kanaper and
to the suction industry in 1987. � ��. W. �� returned
Sales t preparat ion ' Xvviously worked as sr, a+rtiaw-r . rinpen and
aarWer for nu asP" fries 1972 to 1979, with a brief period of t2=
spent with Nelson Intetnatladel Auctionews in 1975. W resigned fr(w the auction
buaiuiesss to pursue a career in thF mnstructien industry. He has vast bmIedge of
c"trtr_tion materials and equipment and is current with market values. 1!e has a
cu Twt Texas Atucticneer's License MCM-02y-flp M. it. Ci&,m is =Tied and lives
with his wife and tm duldren in Plano. roofs.
WAtRIIM, Administrative Assistert. A Wotary p&lie. Ms. garrison jointed the
Auctiaa OM q► in 198). She attend southern Metbodist OUversity in Dallas, Tc w.
*- Nanism has a stccnq advortising and accounting Mdgrautd. includjW swCMwy to
the Advertising Director of the Vidlita Eagle and bftmcan aaw+spaper in viddta, Kansas,
and Adriniatrative assistant to the Advertising Nwwaft df Bcrwm Internatiswtl in
finilas. She also waorked as a cleat kx"Mtawnt for tbs Ralph K. Parsons &Quavering
:IvVwny &Lxtirn thr tfistnsrt:rn --f ,tw Villas-T1•tt't VCwth Intertwtierul Aitpart. Net
t -es :��,��, �'.; •Frystwitio"V �`S11rC. -0114 V -" and
,..,.,.�..,t� .nth P,h' •a•. f* ,t `rM• '-Wi<nug and i:ft"v-. Wp-t. 'Zw Is
ar t:i lv't.�TI r) '•Y•.�•� . t'r (;�rq 7r.i +I •+ '�K!I. '•?. ,f-
n
Raw' 66tea krtionwo, lrsc.
Auction Svxvlc s PrVVJow , 91110
City of laubbwk , Ludt
pop
auos+e ,,
f K. D. PASM, Auctiarrenr, Silas
1 u sib 1986, � petrat iota . Air
i rq It.
Paaacas pea bsaa a
"x-007405. !ie asa4ciated with the 1 current
State of Trims Auetlallwes lioer�
Sales R'eparasion !{anaper,
Y be qs in
1987 in the ap6city of
aperati� � 10e,of trim to pis affiliation with
Qmq*rW u1 Abu 24bi, SAB tram �(t of off abom opEratiam for Rall the
wife and daughter in Jac 1973 to 1986. �. tams is pied ud lives vi1tAfs
Texas.
�S Auctiocyeer, Sales Pr
a lromsE,d auetioneet sine lo7g . tiM udar., R.irgr�an. !Ir. ?Tessler has been
PmMlvania and hxas sull u0 his cxn _
au tr Auctios in 1984
He ro d n�t� e""IO yr Property. {k. associatedth
+W lathers intotmition or the Ith ��lities in the sec
up municipal aixtiorn. He is the Preparation acrd lay out of of
M ,aarf Sala metres far
orvanizi,rp acrd Hair �eparaiion
Or audio andeer, �rup vehicles, �psent ate, gurplus XWer f0 �cipalities,
007549. n0 a current State of �s rtY fa u M 1k is back -
the ccnduct r4 of eact, or
eefar all a�plificatiaa mad oospu ,s mer '�-068-
Texas. Re is carried and luras with hu Var�arrd sm and VVp tmr=
S. XXTMW ,s Fm nkrftm '
A. Caamrfssim Structure
tiobt (83) per cetzt of gr,osa sales receipts.
b. AdvertisiV b,*t to be
paid by Atrctiopeer, including:
(1} KAflirrp 1"V Situ.
Over 60,000 names of Ott. Sive: Std Labbock will �bJYI" of a+trgltas materies, vehiciea and
States, Mexico and Grwdaa. ora and other Ne�Kfic m fr�an acro 01i�
ted
(?) 7Y1* of kodsores* r„O.rolOr, illustrated.
(3) Key Publicatiom- Msplay advertir
All traria Ja4rraj +e1r-tion calsrs. ti
�ucen date listed in
(4) Smolt of Ads.
data is set, aurtiandate rilltsd neLtaek Drior too sale date.
l . +SPP rYatAe r,wn
: tX t auction
tbte: All
idv'ertis
'ro costa art to be paid by Auctimem with no � back
6. SUPPIM to omrar.
y all auto
a� iah Crary ldaaler tai will ibe t �adliruaa to
� � � aurduct tbue
available for bt�rars �, MW
tl�.
D• ?to ma will be "ziirwl to mmi6e ttv fallrrtt+¢
1. A ea1F Sita.
Um' ' sates Luctioamers, Inc.
Auction Services hmpomal - R" 1 9m
City ai tsftock. ?h=S
p4p7
. e. 19"
2. Persamel to Mark with bale Preparatiao KrAger at sale site to 1op&te Mterials OsaM4
and final sale preparation.
J. An inventory of surplus vehicles, equipmnt And aisoeljV*0 s pt+oWties to be sold.
1. Oepies of titles of all veficles for verification to alleviate discrepancies is serial
numbers at time of title trwater.
5. office Rwm at auction site for registration of
bYv=, omputer operatiaas and cashiering
tc be equipped witth 110 volt electricity, heating and air wadition*.
C. AccOUntinq persxmel to a-xW all manes collected frm sale.
7. Sexurity for all mudwdise Cies! monies.
S. Any legal advertising required by City statutes.
n