Surplus Property Disposal Services

The Vendor is required to provide surplus property disposal services for include:
- Intake
• Condition report with vin/serial, hour-meter/odometer, and key defects.
• Photos: minimum 12 at ≥ 2 mp; four corners, front/rear, interior, vin/serial, hour-meter, damage areas.
• Video: 15-60 seconds of start-and-run for any drivable unit.
• Data purge (telematics and sensitive media) and decal removal before public viewing.
- Marketing
• List within 3 business days of pickup or notice
o Pickup: vendor must remove assigned assets within 7 business days of award
o Buyer removal: buyer removes within 10 business days of close; storage fee schedule must be posted in listing; abandoned after 30 days with forfeit of deposit.
o Default: if the buyer defaults, the vendor re-lists within 10 business days, the vendor pursues damages, and retains the deposit to offset resale costs.
• Keep listing live for the commonwealth-set marketing window (30-60 business days)
• Syndicate to at least three platforms: equipment trader, truckpaper, proxibid, govdeals, or similar.
• Send an email blast to the registered bidder list; provide quarterly list size deliverability metrics.
- Sale execution
• Online: times close with anti-sniping; masked public bid history.
• Vendor yard: licensed auctioneer, system, bidder registration, and on-site cashiering.
• Full service: live + simulcast, vendor provides power, tents, crowd control, and data connectivity.
• Acceptable buyer payments: wire/ach/certified funds.
• Asset release only after funds clear.
- Close out
• Collect buyer payment within 5 business days of auction close.
• Wire net proceeds to the commonwealth within 10 business days of cleared funds.
• Complete title and DMV processing and temporary tags if allowed
o Title packet mailed within 5 business days of cleared funds.
o Liable for title errors and odometer disclosure violations; indemnify the commonwealth for third-party claims.
- Objectives
• Maximize material reuse among public bodies.
• Maximize revenue from surplus sales
• Achieve operational efficiencies, effectiveness, and transparency for all public bodies utilizing the services.
• Maximize cost savings to process surplus through the operational efficiencies and effectiveness achieved.
• Market contracted services for use by all public bodies in order to maximize usage of services and achieve aggregated savings and benefits.
- Photo and video quality guide:
• Minimum resolution; 2 megapixels; clear focus; no filters.
• Angles: four corners; front, rear, interior, vin/serial; hour-meter; major damage.
• Lighting: daylight or adequate indoor lighting; no heavy shadows.
• Video: 15-60 seconds, show startup, idle, basic operation if safe.