External Donations of Equipment

• Conditions
• Steps

1. Trade-in options may be used to dispose of surplus materials. Before surplus materials are disposed of by trade-in to a vendor for credit on an acquisition, the Surplus Property Manager (SPM) and Chief Procurement Officer (CPO) or designee shall approve such disposal. The SPM shall base this determination on whether the trade-in value is expected to exceed the value realized through the sale or other disposition of such materials.
2. Obsolete equipment has been offered for redeployment to all departments and colleges and no further utility has been determined.
3. Property item cannot be effectively cannibalized for needed parts or components.
4. Competitive sealed bidding may be used to dispose of surplus materials. Notice for sale bids shall be publicly available from the Surplus Division at least ten days before the date set for opening bids. Notice of the sale bids shall be mailed to prospective bidders, including those bidders on lists maintained by the Surplus Division. The notice for sale bids shall list the materials offered for sale, their location availability for inspection, terms and conditions of sale, and instructions to bidders including the place, date, and time set for bid opening. Bids shall be opened publicly.
5. Public auctions may be used to dispose of surplus materials. These auctions shall be advertised at least two (2) times prior to the auction date, the last notice to be no more than six (6) days prior to the auction date. All the terms and conditions of any sale shall be available to the public at least 24 hours prior to the auction date.

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• Step 1. The College/District Office shall notify the District Surplus Office of any excess or surplus items available for internal redeployment. The College/District shall provide appropriate documentation authorizing release, including a complete description of the items.
• Step 2. The District Surplus Office will advertise the items to the entire District.
• Step 3. If items are not internally transfered, the College/District Office shall complete and submit the Transfer/Disposal form to District Capital Asset Accounting and the District Surplus Office documenting the date, appropriate authorizing signatures, description, tag number(s) of items for external transfer, the name and address of the designated eligible non-profit educational institution, and the name and phone number of the contact person representing the receiving institution. In addition, the transfer form must include the signature of a representative of the receiving institution acknowledging acceptance of excess or surplus items, and verifying the intended use is for educational purposes only. The recipient agrees that they will not sell, dispose, or transfer this equipment for the period of one year.
• Step 4. The College/District Office is responsible for notifying the receiving eligible non-profit educational institution of the transfer and for determining pickup arrangements.