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Document
BID - Classroom Trailers, Delivery & Installation 2010
Year Created: 2010
DOCUMENT
PROCEDURE - Surplus/Scrap 2003
- YEAR CREATED: 2003
- ENTITY TYPE: City/Township
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Facilities and Maintenance
- Property
The document is a regulation from the City of Chandler, Arizona, titled "Surplus, Obsolete, Scrap and Other Materials." The purpose of this regulation is to establish policies and procedures for disposing of surplus, obsolete, scrap, and other materials in the city. The responsibility for implementing this regulation applies to all city agencies.
The document provides definitions for surplus materials (property in excess of the organization's needs), obsolete materials (outdated or no longer usable), salvage (property with some value but no longer usable), and scrap materials (damaged or deteriorated materials with no value except for their basic material content).
The procedures outlined in the document include the requirement for city agencies to report surplus, obsolete, and scrap materials to the City Purchasing office. The City of Chandler Form 12, Auction Property List, can be used to identify and list these materials for turn-in to Central Supply.
The document also outlines various disposal methods for these materials, including transfer to another city agency, public auctions, trade-ins, donations to other government agencies or charitable organizations, retail sale, and sale by bid or negotiation. Hazardous materials require coordination with various city agencies before disposal.
Approval from the Department Director or designee is required to declare materials as surplus, obsolete, or scrap, and the approval of the Purchasing & Materials Manager is required to dispose of these materials. The Purchasing Office is available for information and assistance in disposing of surplus, obsolete, scrap, and other materials.
The document also mentions the revenue generated from the sale of these materials, which is typically placed in the city's general revenue fund. However, revenues from the sale of vehicles, equipment, and materials funded under the Capital Replacement Fund may be placed in each department's fund with approval from the Budget Office. Revenues from items purchased with Federal funds are placed in the appropriate fund account, with a 15% deduction for administrative expenses.
The document includes information on receiving and records, stating that departments should use CC Form 12 to list items and coordinate with the City Warehouse for pickup. Any item that is sold, transferred, or donated requires prior approval from the Purchasing & Material Manager. Records of disposal are maintained, and vehicles and equipment that are fixed assets require notification to the Budget and Accounting Offices.
Overall, the document provides comprehensive guidelines for the management and disposition of surplus, obsolete, scrap, and other materials in the City of Chandler.