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<br />(i) Mail out and distribute a minimum of 2,500 brochures <br />advertising the auction by first class mail and send to the City <br />for distribution among the City, County and SMCISD a <br />minimum of 300 brochures each no later than 20 days prior to <br />the auction date; <br /> <br />m Write and layout advertisements to be published in local <br />newspaper advertising mediums, and obtain City, County and <br />SMCISD approval prior to publication; <br /> <br />1.2.5 One day prior to the auction, the Auctioneer's Auction Coordinator, Sales <br />Administrator, Primary Auctioneer, Sales Preparation Managers and Computer Operator <br />will arrive at the sale site to set up the auction including signage to be displayed, dealer <br />temporary (paper) tags and registration forms. <br /> <br />1.2.6 Auctioneer, in coordination with representatives of the City, the County and the <br />SMCISD and a representative from the County Auditor's office, will prepare an inventory <br />list of everything to be sold by recording the make, model, year, vehicle identification <br />number, description, and the City, County or SMCISD fixed asset (tracking) number. The <br />Auctioneer will separate lot assignments between the City, County and SMCISD and show <br />separation in all reports. <br /> <br />1.2.7 Auctioneer will mark all items to be sold with lot numbers and will attach a "Buyer's <br />Guide" stating that each item is sold on an "as-is where-is" basis and that there will be no <br />warranties either express or implied, nor a warranty of merchantability of fitness for any <br />particular purpose. <br /> <br />1.2.8 One to two days prior to the auction date Auctioneer will input all auction inventory <br />into its computer and print a catalog of items for clerk sheets. <br /> <br />1.2.9 The day prior to the sale, the Auctioneer will walk the entire auction with the City, the <br />County and SMCISD representatives to go over the sale and discuss any final instructions. <br /> <br />1.2.10 Auctioneer will require that bidders pay with certified negotiable funds and that all <br />checks be accompanied by a Bank Letter of Guarantee. Auctioneer will also accept cash <br />and cashier's checks. <br /> <br />1.2.11 Auctioneer will complete an IRS form 8300 for the City, the County and for the <br />SMCISD and will file all forms with the Internal Revenue Service. <br /> <br />1.2.12 On the day of each auction, the Auctioneer will: <br /> <br />(a) arrive with personnel at the auction site thirty minutes prior to <br />the auction opening for viewing of inventory to prepare for the <br /> <br />3 <br />