Item C17BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 4/16/14 Division: Public Works/Engineering
Bulk Item: Yes x No _ Department: Fleet Management
Staff Contact /Phone #: Roy Sanchez / 292-3572
AGENDA ITEM WORDING: Approval to try a new concept utilizing Public Surplus Internet
Auctions to offer for sale the County surplus vehicles and equipment listed on attached sheet.
ITEM BACKGROUND: Present policy for selling county surplus vehicles and equipment is a
minimum of a three (3) month process that involves the Fleet Department, County Attorney's Office,
OMB, and Clerk's Office, with the same units sometimes being advertised multiple times due to no
acceptable bids received, bidders failing to pick up units awarded to them and/or to avoid disposing of
units that still have some value. When these units sit for long periods of time, they depreciate rapidly
in value and at some point can actually cost the county to dispose of them. The Monroe County
School Board, Keys Energy Service and Florida Keys Community College have recently utilized
Public Surplus Internet Auctions to help sell their surplus units.
PREVIOUS RELEVANT BOCC ACTION: All vehicles and equipment listed on attachment have
previously been approved and advertised; some multiple times with no acceptable bids received.
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval to advertise, award and sell the attached county
vehicles and equipment utilizing Public Surplus Internet Auctions; based on awarded bidders meeting
the posted and BOCC approved minimum acceptable bids shown on the list. (Staff will return to the
Board with formal recommendation if utilizing this new concept proves successful).
TOTAL COST: 0 INDIRECT COST: 0 BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE: n/a
COST TO COUNTY: same SOURCE OF FUNDS:
REVENUE PRODUCING: Yes x No AMOUNT PER MONTH Year
APPROVED BY: County Atty OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Revised 7/09
Surplus Equipment Sale
County ID
Description
Fleet ID
VIN or Serial #
Min Bid
Location
Contact
Phone #
I Agenda
Status
bocc - no show
bids
From: SuanneLee <Suanme.Lee0DKevsSchoo|szom>
Sent: Friday, February 28,2OI4Il:2IAK4
To: Sanchez -Roy
Subject: RE: public surplus internetaucdons
Yes, w/ehave used Public Surplus for a couple ofyears now. VVehave been happy with the product (overall ease ofuse,
customer support, etc). However in speaking with several school districts at a recent conference, they received far
better exposure from GovDee|szomduring auction comparisons. | have met with their rep and plan ondoing anauction
with them tncompareagainst Public Surplus shortly, | actually have three auctions that should goout between now and
summer (kitchen equipment, general equipment and vehided. | will behappy bolet you know the oeSu|is.
Have a good weekend.
SummmeCotton Lee, CPP.CPPM
Purchasing I Property Control Supervisor
Monroe County School District
241 Trumbo Road I Key West, FL 33040
Phone: (3O5)293-14oOx5336UI Fax: (3O5)2&3~1467
Sent: Friday, February 28, 2014 10:54 AM
To: Suanne Lee; 'rdierks@hollywoodfl.org'
Subject: public surplus internet auctions
Good Morning,
county surplus vehicles. We were informed that your agency is a client of Public Surplus Internet Auctions therefore if
you could please send me a quick email and let me know of your experiences and/or successes.
Thank you.
Roy Sanchez, Director
305-292-3572
305-292-3529 (fax)
Sanchez -Roy
From:
Ham, Susan <Susan.Ham@KeysEnergy.com>
Sent:
Friday, February 28, 2014 1:58 PM
To:
Sanchez-Roy;Sanchez-Roy
Subject-
RE: Public Service Internet Auctions
Roy,
I have had a very good experience with Public Surplus. I have received bids higher than KEYS asking price and some
just below asking. It allowes you to auction all types of items. I have auctioned a decommissioned Syncronized
Condenser (Generation type item) I would advise you to try the service. We have the service set up to cover all cost
being paid by the bidder.
Susan Ham
-----Original Message----_
From: Sanchez -Roy [mailto:Sanchez-Roy@MonroeCounty-FL.Gov]
Sent: Fri 2/28/2014 10:30 AM
To: Ham, Susan
Subject: Public Service Internet Auctions
• surplus vehicles.
We were informed Keys Energy is a client of Public Surplus internet Auctions therefore if you could please send me a
quick email and let me know of your experiences and/or successes.
or-TIVAINI'm
MM.
RMERNMIMI
Sent: Wednesday, March 05, 2014 5:04 PM
To: Sanchez -Roy; 'suanne.lee@keysschools.com'
Subject: RE: public surplus internet auctions
Good afternoon Roy,
The City of Hollywood has utilized Public Surplus for 10+ years.
We have utilized the services of Public Surplus for the sales of various types surplus equipment
(computers, electronic equipment, clumpsters, generators, general equipment, vehicles, etc.).
Public Surplus home base is on the U.S. west coast and the last few years they have expanded in the
eastern U.S. and here Florida which has helped increase their bidders base.
When it comes to selling vehicles I sell them by various methods depending on their condition. The
quality vehicles I normally send to the Manheim Auto Auction or on Public Surplus, the vehicles is less
than satisfactory condition I sell via sealed bid and the vehicles in poor condition I sell as junk.
Overall our experience with Public Surplus has been satisfactory.
Ralph Dierks, Procurement Manager
City of Hollywood, Florida 33020
Ph.#954-921-3223
From: Sanchez -Roy [mailto:Sanchez-Roy(coMonrQQ_QQuLil_ty-E.Gave
Sent: Friday, February 28, 2014 10:54 AM
To: 'suanne.lee@keysschools.com'; Ralph Dierks
Subject: public surplus internet auctions
Good Morning,
Our County is considering utilizing services provided by Public Surplus Internet Auctions in order to
obtain help in selling county surplus vehicles. We were informed that your agency is a client of Public
Surplus Internet Auctions therefore if you could please send me a is email and let me no of your
experiences and/or successes.
Thank you,
Roy Sanchez, Director
h4mrie Ctynty Flact Management
305-292-357Illy
305-292-3529 (fax)
Please note: Florida has a very broad public records law. Most written communications to or froi
the County regarding County business are public record, available to the public and media upon
request. Your e-mail communication may be subject to public disclosure.
Public Surplus: About 3/5/2014 10:50:05 AM
Surptus,-,
Home I Browse I search I Ab❑ut
About Us Contact Us FAQ Agency I Histor,,
Register as a Seller Thank you for your interest in using Public Surplus for the management of your agency's surplus
items, or for your desire to purchase the items Agencies have listed to sell. This system was
on Public Surplus created with unique capabilities specifically for public agencies, making it much more than an
• site. We expect that you will find that the services we • to i• buyers and sellers is of
the highest quality with a strong focus on customer care. We look forward to working with you now
and long into the future. Please let us know if you have any suggestions or need any help.
Register as a Buyer To register with Public Surplus as a seller, simply click on the 'Seller Registration' button on the
on Public Surplus left. After you register, a Public Surplus account representative will contact you to activate your
account.
Public Surplus: Agency FAQs 3t512014 10:49:13 A
Surplusg,
r . M Home I Browse Search j About
About Us I Contact Us I FAQ - Agency I History
liii�. fir i M
a i' •I - ZSMMU2E�/ffm
reasonsA. There are many reasons why Public Surplus is beneficial to any agency. Here's a list of the fo
- feel are mostimportant:
1. Public Surplus was designed specifically for public agencies! Our system enabll
agencies • manage their entire surplus'. i ■.
Publiccompliance with State regulations and policies. The system's specific features allow for It
reallocation or auctioning of surplus items without actual, or the appearance of: was
favoritism or collusion.
2. -s compliance with state and local regulationsand policie
Many States require that public agencies maintain audit -records detailing the disposition
every surplus item. Public Surplus satisfies this requirement by maintaining comple
records of all transaction on our system. The history of each item listed for auction will
information.
3. Public Surplus simplifies internal reallocation! Most States require that pubi
agencies, whenever possible, reallocate surplus items internally. Public Surplus specifical
designed its, 'Reallocation Component,' to satisfy this requirement. We provide a way
agencies to instantly and automatically notify all appropriate departments within t
organization of -, available • -a • • -• departments are th
allowed to easily and electronically request these surplus items on a, "first come fir-
`■ basis.
surplus4. Public Surplus helps agencies attract larger numbers of community members
their _ contact between an agency and
community it serves. By being accessible, 24 hours, 7 days a week, an agency's auctions
Public Surplus• M. percentage of • to take advantage of the barge
surplusprovide.
Q. What kind of surplus items can be sold on Public Surplus?
A. Almost anything can be sold on Public Surplus; Mousetraps, portable classrooms, automobiles,
buses ' heavy equipment, shop equipment, kitchen equipment, athletic equipment, musical
instruments, computers, printers, furniture, etc, etc. It's amazing! Almost everything listed sells,
no matter howold or i.. •a•.
Q. How often can an agency list auctions on Public Surplus?
A. There is no limit! For most agencies continuous auctions are best, Meaning, there is no need
accumulate an inventory of surplus items to have enough for a live auction or sale. I n stead
waiting, agencies are able to list items for internal reallocation or public auction as soon as th
are declared surplus. This keeps warehouses and inventories streamlined and organized. I
Q. How muchore revenue do Public agencies generate using Public
Surplus compared to traditional strode?
3/5/2014 10:49:13 A
A. Due to the fact that each and every Agency is different and has unique needs, Public Surplus
has changed their "one size fits all" pricing model. Pricing is now calculated for each Agency based
on many variables, including volume of business, value of items being listed, unique needs, etc.
We strongly believe ! other companyable to offer a comparableproduct, at our " _ of
• beat our price. Based on . ■ - described, it is possible the fee we charge
Agency the
be as low
!
AuctionsA. Absolutely! There are no regulations or statutes in any State prohibiting the use of Intern -
as a toolthe bidding process. Point of ■- Government r most
encourage public agencies to adopt modern technology to reduce costs and increase efficiency. T
primary legaland operational concernsare related to the prevention of • i between ••
and public employees and bidders, A third -party enabled Internet Auction inherently has •
protection against collusion than the traditional methods used by agencies for procurement a
Q. Does Public Surplus require a long-term contractual commitment?
A. No! Public Surplus is available on an, 'At Will,' basis. We understand that agencies would u
Public Surplus only so long as it is better than any alternative available to them. This provides
motivation to continuously provide the best service and technology available. I
Q. How does Public Surplus' system compare with systems offered by oth-l"
■ : 1. a.. : e
A. To our knowledge, no other company offers an automated system that manages an agenc
entire surplus inventory operation from the moment an item is declared surplus to its fin
disposition. Nor are we aware of any competitor who can direct specialty buyers to your auctio
from across the globe.
11111111111
achieved
A. With our, 'Buyer Contact Department.' The Buyer Contact Department sets us apart from oth
online auction companies by actively generating interest and activity to all auctions. This
•
community.Helping agencies generate awareness and attract buyers located within an agency's own
Notifying our database of buyers about new items listed for auction. Since we have been
working exclusively with public agencies on the sale of their surplus via internet auction
longer than anyone else, we have developed the worlds' largest database of specialty
buyers.
Actively researching to bring additional specialty buyers to your specific items.
Q. Is training and customer support t provided?
amountA. Yes! Training and customer support is provided at no cost to all users of the system. However,
the great thing about Public Surplus is that it is, so easy to learn and use that it only requires a
short of i
im organization can sell surr our system.
Also, our fee can be passed on to the buyers. If an agency chooses to do so, there is no
need to go out for competitive bid. However, we understand some agencies may still want
to go through a competitive process. We are happy to respond in these cases.
Page 2 of 3
1 11
Public Surplus: Agency FAQs 3/5/2014 10:49-13 AM
Must
Public Surplus: History 3/5/2014 10:50:22 A
Surplus,�.
o. Nome j Browse j search I About
About Us I Contact Us E FAQ - Agency I History
In 1999, the Purchasing Director of a large school district in Utah contacted us. His programmers
were trying to build an Internet based surplus auction system. The district wanted a system tt
replace the live auction approach used in the past. However, they were not having much success.
Knowing we created Internet auction systems, he asked if we could help.
1. Provide detailed aua record of all activity.
2. Be able to automatically reallocate surplus items internally.
3. Provide a dynamic bid auction for those items not internally reallocated.
Intrigued, we decided to do some research in Utah, as well as other States. It would be important
to assess the level of need other public agencies may have for a complete surplus inventory
management system. Ninety-four agencies, (cities, counties, school districts and colleges), were
contacted during this research. It was determined that noneof these agencies
compliance with their State's regulations or policies. Problems were found relating to record
keeping, reallocation and/or collusion avoidance. Moreover, the processes for managing surplus
inventory operations were generally disorganized.
It became apparent to us that there was a great need no other company was filling. A system that
could manage an agency's entire surplus inventory operations, while assuring compliance with
government regulations and policies, would become a great benefit to the public sector. Our past
experience with public agencies, along with the information we had gathered, gave us a head start
in creating such a system. So, we moved forward. Confident that we had the keys to make the
best surplus management system, specifically designed for the needs of public agencies.
A year later we introduced the Public Surplus System to the purchasing director whose questions
started us on this journey. Since that time hundreds of agencies across the country have registered
on the system. Their surplus inventory has become more automated and streamlined making it
much easier to manage.
Contact Department, have helped these agencies generate 30-200% more net revenue than any
other method previously utilized.
We feel the ease of - auditfeatures, •. overall increase
revenue, make Public Surplus the best available surplus management tool.
Page 1 of 1
Public Surplus: Browse all categories
3/5/2014 10:51:01 AM
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For National Surplus visit
]www,pubUcsurp|us.com
Chat% I Help I.- 1-h Home I Browse I Search I About
Categories
Airport
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, [View New Auctions]
[View Auct|onsC|osmg Suun]
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Categoriesspecific item? within area
Let ushelp you find what you Select Region
are1ook!ngfor. Se|ectAgencyl�
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Page 2 of 2
Sanchez -Roy
From: Andrew Joosten <andrewJ@thepublicgroup.corn>
Sent: Thursday, August 08, 2013 4:10 PM
Cc: Sanchez -Roy
Subject: Public Surplus - Follow Up
mmm
It was great talking with you today! Following is some additional information about the benefits of Public
Surplus. Please give me a call as soon as you get sorne forward movement with regard to online auctions. With Public Surplus, You truly have
nothing to lose and a lot to gain.
Take the Easy Way Out: Public Surplus is easy, intuitive and some even call it fun.
Increase Competition: The Public Surplus buyer database contains hundreds of thousands of qualified buyers
who are looking for the type of surplus that government agencies sell.
Save Money: Why pay for an auction service when you can use Public Surplus for free? Public Surplus does
not charge your agency any amount for using our service. The buyer pays our low commission fee.
Make More Money: Public Surplus provides a true auction environment. If a bid is placed within the final
five minutes of an auction, the auction will automatically extend for an additional five minutes, ensuring that
every buyer has the opportunity to place their bid. Agencies have seen significant increases in sales prices due
tothis feature, and it ensures a fair and legal auction process.
Save Time: It takes an average of 2 minutes to post an item on Public Surplus.
Use As Needed: Public Surplus is available as needed to any government agency requiring an effective method
to dispose of its surplus. No contracts are required, no sales volume commitment is required, and no auction
frequency commitment is required. Agencies that require a contract can piggyback on one of several existing
competitively bid contracts.
Reduce Stress: With Public Surplus's perpetual auction format, surplus is sold as soon as it is removed from
service, at its highest point of value. No need to allow surplus to build up, and no need to plan, stage, and hold
a live auction.
Save Space: If your warehouse and outdoor storage space is limited, implementing Public Surplus will reduce
your inventory and enable your agency to use its real estate in a more effective manner.
Be In Compliance: Public Surplus includes features and functions that ensure compliance with federal, state
and local regulations. Reports are easily produced to address any audit or inquiry, and are available online
24/7/365 for a minimum of seven (7) years.
Benefit From Other TPG Services: The Public Group (TPG) offers more than just an online auction service.
We have a fantastic contract management service - Public Contract - and an efficient e-procurement service -
Public Purchase. Online demonstrations are available for all TPG services.
A Public Surplus pilot program is the easiest way to "test drive" Public Surplus and experience the success that
more than 2,300 agencies throughout the United States have experienced.
MISM
Sales Representative
The Public Group, LLC
PH: 1-800-591-5546 x166
Fax: 1- 801-932-7001
www,publics=lus.com
www.publiel2urchase.com
CONFIDENTIAL NOTICE
This email is intended only for the use of the individual or entity to which it is addressed, and is considered
information that is privileged, confidential, and exempt, for disclosure under applicable law.