Specifications include, but are not limited to: 1. The on-line auction Contractor shall provide all services, personnel, equipment, software platform, etc. necessary to perform online auctions for all items made available for sale by the OGS Bureau of Surplus Personal Property.; 2. The on-line auction Contractor must host a software platform that is able to accept new listings for items that will be sold on the on-line auction. There are two options that NYS Surplus Property will consider: a. The preferred option is for the SSP Staff to create the listings directly on the on-line auction system/platform by entering the data required and uploading the picture/images to the vendor’s on-line auction system.; b. An acceptable option is for the on-line auction service to be accessible via a web service to receive the data and images (jpg, gif, pdf) from the existing SSP EB system to the online auction service/system.; 3. The Contractor’s on-line auction system must allow the following information to be stored in the online auction system: a. SSP Item #; b. SSP EB #; c. Tax County ID; d. Description; e. Category; 4. Each listing must have a unique identifier associated to it. The Contractor’s on-line auction system must be able to auto-generate a unique id for each listing.; 5. The Contractor’s on-line auction system must allow edits to the listings up until the final sale.: a. The preferred option is for the SSP Staff to make the edits directly to the listing on-line auction service/system.; b. An acceptable option is for the on-line auction service to receive edits about the items via an interface from the existing SSP EB system to the on-line auction service/system. A csv file transfer is not preferred but could be considered as a method for transmitting data.; 1. OGS prefers that the on-line auction Contractor manage the payment of the items sold on the online auction. The payment process must align with NYS policies and industry standards.: a. The bidder/buyer must have the ability to purchase items from the on-line auction via credit card.; b. Credit card numbers, expiration dates and security codes must be handled by a certified 3rd party vendor and not passed back to or stored in the SSP EB system.; c. The payment transaction information must be sent from the on-line auction Contractors system back to the SSP EB system on a daily basis. A csv file transfer is not preferred but could be considered as a method for transmitting data.; d. If the on-line auction Contractor is processing the payment, the on-line vendor must have the ability to process Tax Exempt transactions for each listing. That includes collecting the Tax-Exempt forms and verifying that the forms are genuine and valid.; e. The tax rate for an item varies depending upon the location where the item was sold. If the on-line auction Contractor is processing the payment, the on-line payment process must include a method for taxing items based on their location.; f. If the on-line auction Contractor is collecting the tax at the time of the sale on behalf of NYS, the on-line auction vendor must also remit the taxes to the appropriate tax department and file the tax returns.; g. If the on-line vendor processes the payment, the on-line vendor must provide the buyer with an invoice when the bid is awarded. The invoice must include but is not limited to the following information: the Contractor sales #, listing #s, description of items, pick-up location, pick-up terms, buyer name, buyer address, total amount of bid, tax amount, url where the tax-exempt form is located and payment terms.
