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Procurement Services and its Materials Management Coordinator
are responsible for the coordination of disposition of surplus property.
The Materials Manager must be notified of any College property which is
to be sold (including property transferred using interdepartmental transfer
of funds), traded in, salvaged, donated, or scrapped, except as provided
for below. Procurement Services will not handle hazardous waste and real
estate that fall under the purview of Environmental Health & Safety
and the College Real Estate Office, respectively.
College property is defined as any item, whether or not it is an operable or complete unit, which was purchased by the College - with gift, grant, contract, or restricted general fund money - or donated to the College. Title is vested in the College unless there are specific provisions reserving rights for another party, which frequently occurs when property is purchased, in all or in part, with federal funds. When this is the case, dispositions must be managed in accordance with applicable College and Federal policies. The Materials Manager and the Office of Grants & Contracts will assist in clarifying such restrictions and make a determination to whether title passes exclusively to the College at some point.
If no monetary transaction is involved, then departments are free to transfer to other departments at will. However, the Fixed Asset system must be updated to indicate the new location of the equipment. If the item remains within the College and no federal funds were involved in the procurement, Procurement Services does not need to be involved except as required to maintain the inventory system.
The effective management of surplus property limits liability and disposal costs while providing a sizable source of income for Dartmouth. All property must be disposed in accordance with Federal regulatory requirements. Valuable space becomes available when surplus is not allowed to simply accumulate; it should be managed as inventory with retention decisions based upon need, replacement cost and opportunity for reuse.
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 sale of any item will revert to the department from which the item was declared 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 a 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 serve 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 a charitable or public purpose.
Advertising of salable property to be sold will be arranged by the Materials Manager. Items available for competitive bid will generally be advertised to the campus community first, then to whatever other potential market is deemed appropriate.
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