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Document
ART - Courier Job Description 2003
Year Created: 2003
DOCUMENT
POL - Surplus Property Policy and Procedures 2008
- YEAR CREATED: 2008
- ENTITY TYPE: City/Township
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Logistics and Warehousing
The document is a policy and procedure manual for the disposition of surplus property in Howard County, USA. The policy states that the Purchasing Agent is responsible for disposing of all County surplus property in accordance with the Howard County Charter and CODE SEC. 4.129. The document outlines the basic procedure for disposing of surplus property, including definitions of key terms such as FAICS (Fixed Asset Inventory Control System), FAICS Coordinator, FAICS Administrator, and User Agency.
The procedure states that whenever a user agency declares property surplus, they must complete a Surplus Property Declaration Form and forward it to the Office of Purchasing. However, when disposing of certain equipment like CPUs, Laptops, and PDAs, a Department of Technology and Communication Services (DTCS) "Track-IT" number must be obtained, and DTCS will determine the disposition of the equipment.
The surplus property is inspected by the FAICS Coordinator, who documents its condition on the Surplus Property Declaration Form. If the property cannot be used by any County agency, the Office of Purchasing will determine whether it is suitable for immediate sale on the open market through competitive bidding or recommend disposal.
If the surplus property is salvageable, the Office of Purchasing arranges for its transport to the surplus warehouse through the Bureau of Facilities. Once transferred to the warehouse, the Office of Purchasing maintains a list of all usable surplus items and makes it available to user agencies for their possible use. Any property remaining on the list for more than 20 days can be disposed of through trade-in or exchange, public sale, donations, or scrapping.
When transferring surplus property to user agencies, the Office of Purchasing records and maintains pertinent information, including location, FAICS number, and custody account numbers. The trade-in or exchange of surplus property becomes part of a competitive solicitation, and the sale of surplus property to the public is done through competitive bidding, public auction, or via the internet.
The Office of Purchasing, in cooperation with the Office of Central Services, handles the sales of surplus motor vehicles. If the property is not salvageable, it is considered scrap, and the Office of Purchasing arranges for its transport to the warehouse and subsequently to the County Solid Waste Disposal Facility or recommends direct disposal.
Surplus property can be donated to charitable or non-profit organizations with tax-exempt status or to government entities with the approval of the County Executive and County Council. The Office of Purchasing may also sell surplus property to other government entities for fair market value.
The Office of Purchasing maintains records of all surplus property requests and the method of disposition for three years. The FAICS is updated when appropriate. The document is certified by the Chief Administrative Officer and the County Solicitor, stating that it is not subject to the provision of the Howard County Administrative Procedures Act.