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The Purchasing Department and its Materials Management Coordinator are
responsible for coordinating the disposition of surplus and excess property.
College property of any kind that is to be sold (including property transferred
using inter-departmental transfer of funds), traded in, salvaged, donated, or
scrapped, must be processed through the office of the Materials Management
Coordinator. Department heads or their designees should determine when property
is not needed and notify the Materials Management Coordinator. All property
will be managed in compliance with procurement and replacement policies. The
only property the Purchasing Department will not handle is hazardous waste and
real estate.
If no monetary transaction is involved, then departments are free to
transfer to other departments at will. However, the Capital Equipment system
must be updated to indicate the new location of the equipment. If the item is
Dartmouth property and remains in internal use, Purchasing should not to be
involved except as required to maintain the inventory system.
The effective management of excess and surplus property limits liability and
disposal costs while providing a sizable source of income for Dartmouth. All
property will be disposed in accordance with Federal regulatory requirements.
Valuable space becomes available when surplus is managed as inventory with
value determined by need, replacement cost, and opportunity for reuse.
College property is defined as any item, whether or not it is operable or a
complete unit, that was purchased by the College, donated to the College,
purchased with gift, grant, contract, or restricted general fund money. Title
is vested in the College unless there is a specific restriction assessing
rights to another party. In these cases, the department is requested to assist
the Purchasing Department to determine if title to these goods does pass to the
College at some point.
Although the primary objective is to facilitate reuse of excess property
through internal transfers, an equally important objective is to obtain the
maximum proceeds for the sale of surplus property. All proceeds from sales of
any item will revert to the department from which the items were declared as
excess.
Disposal of College property will be at the lowest possible cost to the
College. If there is no scheduled opportunity for reuse or restocking and
resale to a vendor is not economical, the coordinator will direct the sale by
sealed bids, auction, or other competitive bid process, for all property valued
over $100. The Coordinator may sell property valued under $100, on first-come,
first-served basis. All property will be sold, "as is, where is"
without any warranties, expressed or implied. In certain cases, items may also
be donated to organizations carrying on charitable or public purpose.
Advertising of saleable property will be arranged by the Materials
Management Coordinator. Items available for competitive bid will generally be
advertised to the campus community and to whatever other potential market
deemed appropriate.
For more information related to this topic, see:
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