CHAPTER 21 DISPOSITION OF SURPLUS 21-1 GENERAL The final step in the purchasing cycle is the disposition of the item when it is no longer useful to the school/department. Timely identification of surplus and obsolete material is essential to an effective disposition program. The Redistribution Warehouse is part of the Purchasing Department and provides the following services to assist in this process: Providing school/department access to surplus property housed in the District Warehouse located at 1481 Australian Avenue, Riviera Beach. Transferring of property from school/department to other District facilities in order to redistribute that property for use when economical to do so. Picking up property designated as excess/surplus that would likely be used by another school/department when economical to do so. You may contact Redistribution if you have any questions or need assistance. 21-2 DISPOSAL PROCESS When an item becomes surplus, obsolete, no longer functions or is deemed to be unsafe for use, the school/department must dispose of the item using the process described below. The following are the methods of property disposal: A. TRANSFER OF PROPERTY FOR RE-USE a) Surplus items in working order and good condition and suitable for use by another school/department may be requested for pick up by Redistribution. Transfer of Property Form (PBSD 0082) must be emailed to Redistribution at equip@palmbeachschools.org. The Transfer must be filled out completely including the quantity and description of items to be picked up, condition of the item (broken or functional), school or department name, contact person and telephone number or PX. Each page of the Transfer must be authorized by the Principal or Department Head. Computer equipment and electronic equipment of any type must be itemized on a separate Transfer of Property Form. All other non-computer and electronic items such as office and classroom furniture, kitchen and shop equipment, etc. must be itemized on a separate Form. Disposal of Assets- Assets are property originally purchased for $1,000 or more plus all computer desktops and laptops regardless of original price. Assets are managed by the Capital Assets division of the Accounting Department. These items have a School District asset number assigned which is identified on a tag which should be affixed to the item. The asset should be included in each school/department inventory. Within 10 business days of the receipt of the authorized Transfer, Property Redistribution will determine whether the Transfer is viable and notify a pick up date or other instructions. Upon completion of pick up/transfer, Property Redistribution will forward signed copies of the Transfer Form to the Capital Assets division of the Accounting Department to update the location of these items. Schools and Departments must follow this action to ensure 21-1 (Revised 10/15)
that their assets are properly transferred and accounted for accurately as ultimately Principals and Department Heads are responsible for all assets in their inventory. B. TRADE-IN - The Purchasing Agent, in conjunction with the school/department may determine that it is advantageous to the District to seek bids on replacement items with a trade-in allowance. The Board or their delegate must approve the trade in of any District owned property. PBSD 0082 Form Transfer of Property must be completed for all assets in school/department inventory being traded and submitted directly to Capital Assets by the school/department. C. CANNIBALIZATION - Disassembling an item to use its components for repair or maintenance of a similar item is authorized only if cannibalization has more potential value and benefit than disposal or trade in of the item. Cannibalized property requires that the school/department complete PBSD 0082 Form Transfer of Property, mark C in the Reason Code Column of the Transfer of Property Form and submit directly to Capital Assets. D. DONATION - Disposal of a capital asset by donation must meet specific requirements. Any organization requesting donations must be affiliated with the Palm Beach County School District, i.e., paid School District staff members or an after-school program directly associated with a particular school or is affiliated with a governmental agency within Palm Beach County. Other programs that are support students may be considered but all requests for donations shall be approved by the Warehouse and Distribution Manager. Once approved, PBSD Form 0082 Transfer of Property shall be completed and submitted to Capital Assets by the department/school. Disposal of non-asset property by donation may be done if items are surplus, not likely to be needed by one of the other District Schools/Departments and not valuable to sell on behalf of the District. E. HAZARDOUS MATERIALS - There are strict federal and state requirements for the disposal of hazardous materials. Schools/Departments which generate hazardous materials shall use District contracts for the proper disposal of these materials. F. ELECTRONIC WASTE- All electronic waste or scrap (TV s, computers, monitors, laptops, recorders and other electronic equipment) will be picked up by the District s licensed e-waste vendor. Electronic waste or scrap are those items that are broken, cannibalized, and/or no longer supported by our IT Department; these items have minimal value to the District and should be handled according to the e-waste procedures outlined in Bulletin #PD-16-049 COO. Additional information is available on the Environmental & Conservation Services Website: http://www.palmbeachschools.org/ecs/electronicwasterecycling2.asp. NOTE: Surplus electronics are those devices that are in good condition, in working order, and may be suitable for use by another school, these items may or may not be labeled with an asset tag. Surplus items should continue to be requested for pick-up by Property Redistribution by emailing a completed Property Transfer Form (0082) to equip@palmbeachschools.org. 21-2 (Revised 10/15)
21-3 ALLOCATION OF PROCEEDS Unless otherwise directed by the School Board or their designee or required by a grant, the proceeds from the disposition of surplus or excess property will be deposited to the District's general fund. 21-4 SALES TO EMPLOYEES Employees of the disposing school/department or of the District's departments processing surplus and excess property may not purchase items with a value greater than $1,000. Employees without connection to the surplus item may purchase the property when the sale is to the highest bidder at a public auction or by sealed bid. 21-5 SECURITY OF PROPERTY Schools/Departments are responsible for the reasonable care and security of items declared surplus during the entire disposal process. A continuous "paper trail" of accountability for an item should be maintained. Transferring schools/departments must be certain that the recipient of an item is properly authorized to receive the item. 21-6 DOCUMENTATION Transfer of Property Form (PBSD 0082) -- A form that is used to report the transfer or disposition of an excess item. 21-7 DISPOSAL OF GRANT FUNDED EQUIPMENT When equipment was purchased using funds from State or Federal grant funds, the provisions of the grant must be followed during the disposal. It is the disposing school's/department's responsibility to notify Purchasing at the time of the Surplus Property Report of any grant provisions, proceeds from disposal may be returned to the grant funding agency, rather than the District's general fund. 21-8 PROPERTY IN REDISTRIBUTION: Once property has been re-located to Redistribution, the following procedures will be followed: Property in Redistribution Warehouse is available to all Schools/Departments at no charge. Individuals from schools/departments may view available items on Public Surplus (see instructions below) or come to the Redistribution Warehouse located at 1481 Australian Avenue, Riviera Beach during the hours of 8:00 a.m. to 2:00 p.m. daily. Items may be taken back to the school/department or may be marked for delivery. If the desired items are assets then the receiving school/department must sign the PBSD Form 0082 Transfer of Property. Redistribution Warehouse staff will submit this paperwork to Capital Assets for proper asset tracking purposes. Assets with a Net Book Value of $100 or greater will be tracked by Redistribution. All other assets will be declared scrap and will be treated accordingly. Tracked Assets that are in large quantities in the Redistribution Warehouse, have resided in the Redistribution Warehouse for an extended period of time without interest as determined by the Manager of the Redistribution Warehouse, or is equipment that the District does not want reused in the District shall be available to the public for purchase through internet auction or put out for bid through other Board accepted means. 21-3 (Revised 10/15)
Tracked Assets that have been place for auction or bid and were not sold due may be declared scrap. Tracked Assets may also be declared as scrap if they can no longer perform the function they were intended to perform. Items that fall into this category may be, but are not limited to, broken, unsafe, damaged property and inoperable electronic devices. All non-tracked Assets and other property will be handled as scrap. Property categorized as scrap may be disposed of in the trash or sold as scrap if there is a market for the property as a scrap item. Any scrap property valued at $5,000 or more shall be made available to the public for purchase through live auction, Internet auction or put out for bid through other Board accepted means. 21-8 TRANSFER OF PROPERTY BETWEEN LOCATIONS: The Redistribution Warehouse will provide services to transfer property between schools/departments if they have resources to do so. If resources are not available they will provide the name of the District s moving company for the school/department to obtain a quote for this service. To request a transfer of property between locations, send an email to equip@palmbeachschools.org with the subject TRANSFER OF PROPERTY BETWEEN LOCATIONS. Provide complete description of items to be transferred and a contact person and telephone number for each location 21-4 (Revised 10/15)
PROCEDURES FOR USE OF PUBLIC SURPLUS AUCTION 1. Viewing and Acquiring Items for Use Within the District Items for sale at auction may be found at www.publicsurplus.com If an auction is already released to the public and you want the item for your department or school, contact Property Redistribution via email so that the auction can be withdrawn from the public auction. Item may be withdrawn from the auction while the auction is still active. Once an auction is completed the item is sold and is no longer available. 2. Viewing and Acquiring Items for Personal Use (Viewing auctions for personal use should only be done outside normal work hours or on your personal computer.) If you wish to bid on items that have been released to the public for auction, access the site at www.publicsurplus.com. After you register as a new user, you may view and bid on any of the auctions on the site. Because this website is used by other governmental agencies and school districts throughout the country, you should be careful to note what location is auctioning the item. The safest way to ensure you are looking at items auctioned by The School District of Palm Beach County is to indicate (on the home page) Florida in the field designated for the region and The School District of Palm Beach County in the field designated for the organization. Any item purchased through the auction must be picked up at the location designated in the auction for that item. No item auctioned to the public will be delivered. You must schedule a pickup in advance. Payment must be made by credit card directly to Public Surplus. Before bidding on items you should be aware of Purchasing Policy 21-4, Sales To Employees which states: Employees of the disposing school/department or of the District s departments processing surplus and excess property may not purchase items with a value greater than $1,000. Employees without connection to the surplus item may purchase the property when the sale is to the highest bidder at a public auction or by sealed bid. Should you have questions or need clarification regarding any of the above information, please email: equip@palmbeachschool.org 21-5 (Revised 10/15)