CHABOT- LAS POSITAS COMMUNITY COLLEGE DISTRICT. Surplus Program. Policies and Procedures

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1 CHABOT- LAS POSITAS COMMUNITY COLLEGE DISTRICT Surplus Program Policies and Procedures Purchasing and Warehouse Services Department District Office 7600 Dublin Blvd., 3 rd Floor Dublin, California 94568

2 CHABOT- LAS POSITAS COMMUNITY COLLEGE DISTRICT Surplus Program Policies and Procedures Table of Contents ADMINISTRATIVE RULES AND PROCEDURES... 1 I) PRIVATE SALE OF PERSONAL PROPERTY... 1 II) POLICIES AND PROCEDURES... 1 III) WHERE CAN I GET A REQUEST FOR DISPOSAL OF DISTRICT EQUIPMENT FORM?... 2 IV) HOW DO I COMPLETE A REQUEST FOR DISPOSAL OF DISTRICT EQUIPMENT FORM?... 2 V) PROGRAM STRUCTURE... 2 ORGANIZATIONAL ROLES AND RESPONSIBILITY... 4 I) END USER DEPARTMENT... 4 II) APPROVERS - DEPARTMENT CHAIR/DEAN OR MANAGER... 4 III) DISTRICT S PURCHASING AND WAREHOUSE SERVICES... 4 EXHIBITS: 1. Disposal of District Equipment Form 2. Instructions for Completing the Disposal of District Equipment Form 3. Letter of Interest to Donate to other School Districts Education Code Section 81452

3 ADMINISTRATIVE RULES AND PROCEDURES I) Private Sale of Personal Property In accordance with the provisions of the Education Code, it shall be the policy of the Board of Trustees that personal property belonging to the District which is no longer suitable or required for college purposes may be sold at private sale without advertising. Such sales are subject to a prior funding by the Board of Trustees, by majority vote of those present that the property to be sold has a value of less than the amount specified in Education Code Section (currently $5,000). (Board Policy 3212) II) Policies and Procedures Pursuant to the provisions of Board Policy 3212, the Chancellor s designee is authorized to dispose of personal property and equipment owned by the District which is no longer suitable or required for District purposes. The following procedures shall govern the disposal of such property: a) A Request for Disposal of District Equipment form (Exhibit 1) must be completed and then forwarded to the appropriate Department Chair/Dean or Manager for signature. b) The District s Purchasing and Warehouse Services department will arrange for removal of the FF&E (furniture, fixtures and equipment) to the District s warehouse or designated area for storage pending disposition. c) An FF&E item value determination will be made prior to any sale offering. Individual items of equipment with a valuation in excess of the amount specified in Education Code Section will be referred to the Board of Trustees for sale in accordance with Board Policy d) Equipment is sold on an as is basis. Buyers shall remove equipment from the District s premises within one (1) week from the date of sale and full payment of the agreed upon purchase price. A bill of sale will be furnished upon request. Page 1 of 5

4 e) The District reserves the right to reassign property and equipment to another area of the District where it may serve a useful purpose or as a trade-in on new equipment. III) Where can I get a Request for Disposal of District Equipment Form? The Request for Disposal of District Equipment Form can be obtained by the College s Vice President of Business Services department or the College s Warehouse department or by the Purchasing and Warehouse Services Intranet. IV) How do I complete a Request for Disposal of District Equipment Form? All requests must be completed on the form Request for Disposal of District Equipment. The instructions for completing the form are clearly printed on the back of the form (Exhibit 2). If any information is missing it may be returned to you to complete the missing data, thereby delaying the removal of the equipment. V) Program Structure The program is structured to provide centralized purchasing and warehouse responsibility and authority to allow for a streamlined approach to remove and sell personal property of the District. The roles below are used to implement the Surplus Program and are shown in the following chart: a) - Those individual employees who have deemed the property as no longer suitable or required for college purposes on behalf of their department. b) Approvers - The appropriate Department Chair/Dean or Manager of the end user who will approve the Request for Disposal of District Equipment form. c) District s Purchasing and Warehouse Services A copy of the Request for Disposal of District Equipment form shall be distributed for the disposition of surplus equipment in accordance to policies and procedures of the District. Page 2 of 5

5 District Wide Surplus Program Chancellor, Dr. Janette Jackson Vice Chancellor, Business Services, Lorenzo Legaspi Purchasing Manager, Victoria Lamica via Purchasing Specialist, Linda Wilson Warehouse Services, Raymond Salas (LPC) and Alton Bill (Chabot) Chabot VP Administrative Services Las Positas VP Administrative Services District Office Director of Business Services Approvers Approvers Approvers Page 3 of 5

6 ORGANIZATIONAL ROLES AND RESPONSIBILITY The Surplus Program has organizational roles and responsibility for participants as described below. I) End User Department The End User of each College s department shall determine whether the designated surplus FF&E (furniture, fixture and equipment) is no longer for suitable instructional or administrative needs of the District and fill out the Request for Disposal of District Equipment form and then forwarded to the appropriate Department Chair/Dean or Manager for review and approval. II) Approvers - Department Chair/Dean or Manager The appropriate Department Chair/Dean or Manager of the end user will review and approve the Request for Disposal of District Equipment form. One copy will be kept with the originator, a copy sent to the District Purchasing Manager and a copy sent to the Campus Warehouse Services staff. III) District s Purchasing and Warehouse Services 1. Purchasing Upon receipt of an approved completed Disposal of District Equipment form the District s Purchasing department shall: a) Coordinate with the Campus Warehouse Services staff for the removal and storage of the equipment prior the sell, donation or disposal of any item. b) Determine the valuation of the individual items of equipment and prepare a Board item for the Approval of Declaration of Surplus Property to be Sold at Private Sale and Donation or Disposal of Any Items Not Sold. c) Upon approval from the Board of Trustees determine if property can be either 1) reassigned to another area of the District where it may serve a useful purpose or used as a trade-in on new equipment; 2) donate to other School Districts in the local service area (Exhibit 3); 3) sold at auction to student/employees and public; 4) donation to non-profit organizations; and 5) disposal. 2. Warehouse Upon receipt of an approved completed Disposal of District Equipment form the Campus Warehouse department shall: a) Identify the location of the individual items of equipment and take a picture of item to be attached to the request. Page 4 of 5

7 b) Coordinate with the Purchasing staff for the removal and storage of the equipment prior the sell, donation or disposal of any item. c) Upon approval from the Board of Trustees will coordinate with the Purchasing Staff to determine if the property either 1) re-assigned to another area of the District where it may serve a useful purpose or used as a trade-in on new equipment will assist in relocation of equipment or preparing item for trade-in; 2) donate to other School Districts in the local service area will assist in the School District s preview of items and the pick-up of selected items; 3) sold at auction to student/employees and public will arrange with buyer the pick-up of item within one (1) week from date of sale and perform the sales transaction of the full payment of the purchase price (a bill of sale will be furnished upon request); 4) donation to non-profit organizations will coordinate with Purchasing Staff on the delivery, placement and removal of the non-profit containers; and 5) disposal will properly dispose of items. Page 5 of 5

8 EXHIBIT 1

9 EXHIBIT 2

10 CHABOT- LAS POSITAS COMMUNITY COLLEGE DISTRICT Purchasing and Warehouse Services EXHIBIT 3 The Office of the Manager, Purchasing and Warehouse Services is preparing to dispose of office and classroom furniture and other surplus equipment on an ongoing basis. We regularly and routinely notify the local school districts and other interested non-profit parties in our service area. This furniture may be donated. If you have any interest in usable surplus items, please contact us. Submit your notice of interest to: Ms. Victoria Lamica, Manager, Purchasing and Warehouse Services Chabot-Las Positas Community College District 7600 Dublin Blvd., 3 rd Floor, Dublin, CA Or Phone: (925) ; Fax: (925) ; vlamica@clpccd.org Any notice must be submitted with a properly signed representative who is authorized to bind the District or non-profit organization. SURPLUS LOCATIONS: CHABOT COLLEGE Hesperian Blvd Hayward, CA LAS POSITAS COLLEGE 3000 Campus Hill Drive Livermore, CA Equipment Condition: The surplus furniture and equipment is generally four (4) or more years old. For the majority of equipment, total hours of use accumulated in a student and/or office setting. The equipment s condition varies from still functional through refurbish. All surplus items shall be acted upon as is, where there is no warranty, expressed or implied. There is no guarantee Dublin Blvd, 3 rd fl, Dublin, CA 94568

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