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Chicago Auctions: Bid & Bond Room - How to Register and Navigate

Welcome to the City of Chicago's Department of Procurement Services. Learn how to register, navigate, and bid in city auctions. Find information on proxy bidding, closing bids, and bid retractions.

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Chicago Auctions: Bid & Bond Room - How to Register and Navigate

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  1. Welcome to the City of Chicago Department of Procurement Services Bid & Bond Room Rahm Emanuel, Mayor Jamie Rhee, Chief Procurement Officer

  2. Welcome to the Department of Procurement Services How to Navigate City Auctions

  3. Registration with Public Surplus • You must register as a user before bidding. • - Public Surplus will call and email you to confirm your information, so don't • wait until just before you are going to start bidding to register. • You will set-up a user name and password • Phone number • Email address • The first time on PublicSurplus.com you can set up preferences to stay informed about new auctions. On this page, you can select categories and regions and let Public Surplus notify you when something new comes up. Every night the system tries to match the new listings against your preferences, and if there is a match, they will send you an email. This service is optional and completely free. If you are not ready yet, you do not have to set it up.

  4. How Do I Bid Simple Auctions: Simple Auctions limit the auction to a single item or a “lot” of items. The highest bidder wins the item. All auction-related questions should be directed to the Public Surplus online questions section. Please refrain from posting comments or opinions. Questions regarding picking up an item should be directed to the Department of Procurement Services auction program at 312-745-4140. Issues with registration or website problems should be directed to PublicSurplus.com using the "Chat" feature.

  5. How Do I Bid Enter the amount you want to bid on the item and click the “Submit” button. Before you make an offer on an item, please thoroughly read all of the auction terms and conditions including payment methods, pick-up instructions, and item descriptions. As your bid constitutes a contract if you win, you are bound by all of the terms. PROXY BIDDING: Proxy bidding is when you “set” the maximum amount that you are willing to pay for an auction item and Public Surplus automatically increases the amount of your initial bid for you in minimum increments set forth for each auction. For example: a motor is being sold that you would like to bid on; it's currently listed at $60.00 with a bid increment level of $5.00; you don't want to pay more than $100.00. The proxy bid will set your first bid at $65.00 so that you are the current high bidder. If another bid is made for $75.00, the proxy bid will automatically increase your bid amount to $80.00. It will continue doing this until it reaches your maximum bid amount of $100.00. Proxy bids are very useful for when you are unable to watch an auction to verify your bid status. If you have been outbid, you will receive notification through email.

  6. How Do I Bid • Closing bids: If a bid is placed during the final 5 minutes of an auction, the end time will automatically extend for an additional 5 minutes. This will continue until no bids are placed during the last five minutes. • Bid Retractions: If for some reason you make a bid in error, it can be retracted prior to the end of the auction. You must contact the Department of Procurement Services auction program at 312-745-4140 where you will then be directed to send an email requesting that your bid be removed. If DPS allows the bid to be retracted, be aware that this cancels any further bids you may make on this particular auction. • Failure to complete the above process prior to the close of the auction may result in loss of your bid deposit; it is always a good idea to keep an eye on your bid(s)!

  7. Terms and Conditions Make sure you read the terms and conditions Click on this link and it will take to page. the auction Terms & Conditions

  8. Bidding Information • How do I know if I've won? Shortly after an auction ends, the winner of the auction will receive an email from PublicSurplus.com telling them they have won. If you receive an email informing you that you have won an auction, it is your responsibility to facilitate payment contact DPS at 312-745-4140 to arrange for removal. You have five (5) business days to pay for your item and an additional five (5) business days to pick-up your item. Late payment/pick-up may result in default, storage fees or forfeiture of equipment. • How do I know if I'm outbid? As soon as someone has placed a bid higher than yours, an email will be sent informing you that you have been outbid. If you have placed a proxy bid, you are only notified once someone has beat your maximum amount.

  9. Bidding Information • Can I retract my bid? Bids are binding contracts. However, if you feel that you have a legitimate reason to withdraw your offer, you may contact DPS at 312-745-4140 for further instructions. On the main bid page there is a section that contains DPS contact information. If DPS allows the bid to be retracted, be aware that this cancels any further bids you may make on this particular auction. • What is a reserve price? A reserve price is the lowest amount a seller is willing to accept for an item.  If an auction closes below the reserve price, neither buyer nor seller is required to complete the purchase.  The reserve price is typically higher than the starting price of an auction.Public Surplus will not disclose the reserve price to buyers at any time.  For auctions with a reserve price, we will display a message next to the current price on the auction page telling you whether the reserve has been met or not.

  10. Bid Deposits • A Bid Deposit is always required when a bid is first placed. This is when credit/debit card information is requested. • Public Surplus keeps this information NOT the City of Chicago. • The credit/debit card is only used if a bidder defaults on a bid. • Note: Default is only determined by DPS.

  11. How is an item auctioned? What is auctioned? • Items are posted online daily, Tuesday through Friday. • Most items are available for bidding for one week from the day they are posted. • There is no “Bidders premium” and no taxes or fees. • Types of items auctioned: scrap metal, vehicles, trucks, vans, fire hoses, generators, snow blowers, motors, carts, etc.

  12. Scrap Vehicle Auctions Vehicles that are sold for “scrap” are not to be returned to street usage; titles may never be obtained for “scrap vehicles. Bidding is restricted to buyers who have a scrap processing license, automotive rebuilder's license or automotive parts recycling license. Prospective bidders must submit this license prior to bidding. All vehicles are without title and must be crushed/recycled to the extent that they are rendered inoperative for street use. Buyer must comply with all applicable sections and subsections of 625 ILCS 5/Chapter 5, Articles 3, 4 & 5 of the Illinois Vehicle Code including, Sections 5-301, 5-302, 5-401.2, 5-401.3, 5-402.1, 5-403, 5-403.1, 5-501, 5-502, 5-503 & 5-504. No "Certificate of Purchase" will be issued. Bidders are forbidden to apply for "Certificate of Title." Vehicles cannot be used for transportation.

  13. Abandoned Vehicles VEHICLES ARE SOLD "AS IS" AND THERE ARE NO REFUNDS (see terms and conditions; other unidentified issues may be present). BUYER WILL BE ISSUED THE FOLLOWING: The following documents will be mailed to the winning bidder address once payment is received for the vehicle(s) 1) Copies of the notice of disposal letter sent to the owner, and lien holder. 2) Copies of the return receipt or returned letter that was sent certified mail. 3) Copies of Illinois Vehicle Title Search. 4) An Affidavit from the Auction Contact Officer signed stating that a title search was done on the vehicle. 5) Bill of Sale Note: Generally, only salvage titles can be obtained in the State of Illinois (if a title can be obtained at all); please be sure to check your state and local laws as we are not aware of what type of titles can be obtained in your area.

  14. Auction Affidavits • Everyone will be required to fill out a Surplus Equipment Public Auction Affidavit. • Buyers of Scrap Vehicles will be required to fill out a surplus scrap vehicle public auction affidavit. • The winning bidder (User) must sign the affidavit; there are no exceptions. • Please note that City of Chicago employees and their relatives are not permitted to participate in this program.

  15. Payments ALL SALES ARE FINAL. There are no refunds, exchanges, or credits. No “third party” payments are accepted; payment must be facilitated by the winning bidder. You must present your award email with your payment to ensure accurate processing. Cash, cashier’s checks, certified checks, money orders, and credit cards (up to $9,999.00) will be accepted as payment.

  16. Payments Payments are accepted at the following Department of Revenue (DOR) payment centers: Monday thru Friday Monday thru Friday 8:00am to 6:30pm 8:00am to 5:00pm 2550 West Addison City Hall 4770 South Kedzie 121 N. LaSalle Street 2006 East 95th Street Room 107A Cashier’s checks and money orders (as well as affidavits) can be presented at the time of pick-up at the Salvage Yard located at 10101 S. Stony Island. Cash is never accepted at this location and can only be utilized at the DOR Payment Centers.

  17. www.facebook.com/ChicagoDPS / www.twitter.com/ChicagoDPSwww.YouTube.com/ChicagoDPS • Will post bid advertisements and addenda, upcoming workshops and events, and new policies and procedures that affect vendor community. View workshops and bid openings on YouTube.

  18. Department of Procurement Services Thank you for visiting the Department of Procurement Services Bid and Bond Room

  19. Department of Procurement Services For more information visit: www.cityofchicago.org/procurement City of ChicagoDepartment of Procurement Services121 North LaSalle Room 806312-744-4900Jamie RheeChief Procurement Officer

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