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Document
MODL - OA4 Lease-Buy Analysis 2004
Year Created: 2004
DOCUMENT
PROCEDURE - Disposal of Vehicle & Related Equipment 2004
- YEAR CREATED: 2004
- ENTITY TYPE: County
- TYPE OF DOCUMENT: POL - Policies/Procedures
This document, titled "Disposal of Vehicle and Related Equipment," is a procedural memorandum from the Department of Purchasing and Supply Management (DPSM) in Fairfax County, Virginia. The purpose of the memorandum is to outline the procedures for the proper disposal and accountability of the county's surplus vehicles and related equipment. The memorandum applies to all county agencies, including boards, commissions, authorities, and the Fairfax County Public Schools (FCPS).
The county uses an auction process to dispose of surplus vehicles and equipment, and the DPSM is responsible for overseeing this process. The memorandum provides definitions for terms such as excess property, surplus property, and custodial department.
The document outlines the responsibilities of various departments involved in the disposal process, including the custodial department, Department of Vehicle Services (DVS), auction company, DPSM, and Department of Finance (DOF).
The procedures for disposing of surplus vehicles are detailed in the document. It starts with the custodial department declaring a vehicle as surplus and notifying DVS. DVS evaluates the vehicle and recommends it for disposal if redistribution is not feasible. The SF-15 form is used to evaluate and dispose of county-owned vehicles.
Once a vehicle is declared surplus, it goes through a pre-auction process where the auction company assigns a stock number, picks up the vehicle, and verifies the vehicle identification number. The auction company then conducts the auction, and a representative from the DPSM Property Accounts Section attends and monitors the auction.
After the auction, the DPSM Property Accounts Section representative delivers the auction information and the SF-15 form to the DPSM fiscal assistant. The auction company remits a check with detailed information to DPSM, and the fiscal assistant verifies and validates the sales information. The fiscal assistant completes the necessary paperwork and records the sales in the financial system.
The DPSM Property Accounts Section receives the SF-15 form, verifies the dollar amount and index, and records the asset retirement in the county's financial system. The Department of Finance reviews and authorizes the disposal action to remove the vehicle from the county's property account.