DOCUMENT

POL - Property Management

  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document provides information about the accreditation OA4 Award and the procedures for reporting surplus and scrap materials. It states that a pre-bid conference may be mandatory for a sealed bid process, and if so, knowledge of the conference must be made available to all vendors and the public. The conference should be conducted impartially, without favoring or disfavoring any particular vendor. Registration of all participants is required, and the conference will be recorded for future reference. The document also mentions the County's right to inspect the plant and records of contractors and subcontractors, as well as audit their books and records. Contractors and subcontractors are required to maintain these records for three years from the date of final payment. Regarding contract modifications, the Director is authorized to issue regulations allowing the County to make changes and modifications to contracts. However, any change or modification resulting in additional expenditures of $10,000 or more requires appropriate authorization and approval by resolution of the Commission. The document then discusses the purpose of the Property Management Office, which is to maximize the value of the property owned by Knox County. Property with a value exceeding $5,000 is inventoried and documented to ensure accurate record-keeping. The office also facilitates the reutilization of surplus property, conducts sales of surplus property and scrap materials, and establishes policies and procedures for the proper utilization of Knox County property. The functions of the Property Management Office include maintaining a current inventory of personal and real property, controlling surplus property, recommending and following accountability and control policies, and maintaining information and data related to the property inventory. The responsibilities of the Property Management Office include recording and processing inventory data, monitoring the inventory through departmental surveys, supervising the transfer and reutilization of property, and controlling the disposal of surplus property. Surplus property can be disposed of through various methods such as trade-ins, public auctions, online auctions, sealed bids, negotiated contracts, and sales of scrap metal. Additionally, the document mentions that before surplus auctions are held, at least one advertisement is placed in a daily newspaper, and a mailing is conducted to inform potential buyers. This provides more context on the advertising process for surplus auctions. Overall, the document provides detailed information about the procedures and responsibilities related to surplus and scrap reporting, as well as the management of Knox County property, including the advertising process for surplus auctions.
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