(1)
Experience, foresight, product knowledge and other
factors will lead one to understand that a particular item which is no longer
useful to the university may have further value to other nonprofit
organizations.
(2)
Examples of situations which may lend themselves to
this idea would be, but are not limited to, cleansed computer equipment,
microscopes, lighting systems, lab furniture, dormitory furniture, etc.
Disposal of these items, which are considered too valuable for the surplus
program yet outdated for campus use, may be accomplished in one of several
ways.
(a)
Trade-in. Often a manufacturer will provide a trade-in value
for old equipment when a new purchase of similar equipment is considered. The
value of the trade-in offer may be questioned by those in the field and if it
is determined by the involved parties and the director of procurement, that
equitable value is being provided then an agreement may be reached. The traded
equipment's model, serial numbers and bar coded numbers will be listed on the
purchase order designated for acquisition of the replacement items. Credit for
these items will be an integral part of the overall purchase price of the new
equipment order. From the receiving copy of the purchase order, inventory
property control personnel from the controller's office will then slate the
traded equipment for removal within the property control
system.
(b)
Goodwill offerings. At the discretion of UFM campus
surplus, it may be decided that a goodwill offering will be made to another
state educational or nonprofit (501c3) organization as simply a donation.
Notice of the availability will be made to the organizations that have
expressed an interest and can offer tax identification by letter, e-mail, or
fax. Awards will be made on a "first interested, first claimed" basis. First
preference will be given to other nonprofit educational institutions in our
local geographic region (contiguous counties). These goodwill offerings are
meant to enhance and further the university's commitment to organizational
stewardship through education, research, community services and
sustainability.
Donations may not be made for partisan
political purposes, for-profit organizations and/or not-for-profit
organizations.
(c)
Cannibalization. For some items it may be considered
advantageous to use components of one unit to help reconstruct another. This
process may leave nothing more than an empty shell of absolutely no value.
Disposing of an item that has been cannibalized in a university dumpster is the
most cost-effective method of disposal. The decision to use this process
belongs to the supervisor of those involved in the reconstruction process. In
all instances, if the item has a tag number, it is necessary to report the
status of the item to inventory property control personnel in the controller's
office for the recording of the transfer of disposal.
(d)
Sentimentality
sale. The senior associate vice president for finance and administration and/or
the associate vice president of facilities, planning and operations may choose
to recognize meritorious and exceptional service by providing the possibility
for an individual who is/has retired to purchase at fair market value an item
deemed to have more sentimental worth to the individual than value to the
university. The individual may be given the opportunity to provide a fair
market price, determined through communications with dealers in the same field,
for said item. Campus surplus will also provide their determined fair market
value. Upon the agreement price, the individual will be permitted to purchase
and remove the item from the university. This procedure is not to be used
indiscriminately and will only be invoked after careful attention has been
given to the circumstances.
(e)
Special value
Items that are perceived to have a potential special value i.e., antiquities,
artwork, memorabilia) will be handled separately. At the discretion and
determination of campus surplus and the associate vice president of facilities,
planning and operations, the item(s) will be stored, handled, redistributed or
sold on a case-by-case basis.
(3)
Regional campuses
and college of podiatric medicine. Regional campuses and college of podiatric
medicine must follow all working procedures within this policy; however, will
be exempt from the transferring of property.
(a)
Campus surplus
will officiate the sale, public auction, or redistribution of regional campus
and college of podiatric medicine surplus property. Including final
recommendation of disposal as needed.
(b)
Campus surplus
shall receive a thirty-five dollarrs flat fee for posting, tracking and
coordination of surplus property.
(c)
UFM fleet
services continues to assume sole responsibility of regional and college of
podiatric medicine motor vehicle disposal.