²ÝÁñÉçÇø

The Vice President of Business Services is delegated authority by the Board to declare as surplus such property of the District as is no longer useful for District purposes, and shall establish procedures to dispose of such property in accordance with applicable law. All sales of surplus personal property shall be reported to the Board on a periodic basis. This policy shall not be construed as authorizing any representative of the District to dispose of surplus real property at any time.

As appointed by the Vice President of Business Services, Surplus Property Management is the responsibility of the Purchasing Agent. Surplus property is defined as any District owned property that is no longer usable or needed by any District program.

Departments will notify the Purchasing Office of all excess and surplus materials on the Surplus Disposal form. Surplus equipment cannot be stored for an undetermined amount of time. Prior to the determination of the disposal methods, all surplus property will be offered to other District offices and programs if applicable.

Departments with surplus District property may NOT dispose of surplus property nor make arrangements for trade-in or donation. District property may NOT be used for personal use.

The disposal of property or equipment that was purchased with Federal funds must be disposed in adherence to the Federal rules and regulations governing this. The Purchasing Agent and the appropriate Director or Dean will be held responsible for adhering to the specific Federal regulations for each piece of equipment to be disposed of.

The Purchasing Agent shall assist with the determination of the fair market value of excess and surplus property. Methods used for determining value may include quotations, estimates; use of reference guides, online research, and other publications, as well as market indexes.

In accordance with California Education Code §81450.5, the Purchasing Agent may facilitate the transfer of excess or surplus materials to or between other colleges, eligible state educational institutions or other public entities. All proposed sales or donations of excess or surplus materials will be approved by the Board of Trustees. These excess or surplus materials must be offered to other ²ÝÁñÉçÇø programs prior to offering to other eligible nonprofit educational institutions or other public entities. Eligible non-profit educational institutions or public entities receiving surplus materials must sign an agreement stating that they will not sell, dispose, or transfer this equipment for the period of one year.

Surplus property shall be offered through public auction, competitive sealed bids, established markets, or posted prices. If unusual circumstances render the above methods impractical, the Purchasing Agents may employ other disposition methods, including appraisal or barter, provided the Purchasing Agent makes a written determination that such procedure is advantageous to the District. All surplus property readied for auction or by other means will be approved by the Board of Trustees. All surplus property will be advertised to District programs and offices two (2) weeks prior to the sale of the property.

Methods of disposition of surplus materials:

(A) Public Auctions, by the District or the District's designee, 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 less than six 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; the Purchasing Agent may dispense with posting/publication and sale to the highest bidder if:

a. The surplus property is exchanged with, sold, or donated to a school district, community college district, or other public entity; or

b. The proceeds from sale or lease are expended to the general fund for purposes related to qualified community college facilities and the District complies with specified conditions.

(B) Competitive sealed bidding may be used to dispose of surplus materials. Notice for Sale bids shall be publicly available from the Purchasing Office 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 Purchasing Office. The Notice for Sale bids shall list the materials offered for sale, their location, availability for inspection, the terms and conditions of sale, and instructions to bidders including the place, date, and time set for bid opening. Bids shall be opened publicly. (Ref. AP 6330) 

The award shall be made in accordance with the provisions of the Notice for Sale bids to the highest responsive and responsible bidder, provided that the price offered by such bidder is acceptable to the Purchasing Agent. If the offer is determined to not be advantageous to the District, the offer may be rejected in whole or in part and the bid process will be re-solicited.

(C) Trade-in options may be used to dispose of surplus materials. Prior approval by the Vice President of Business Services or their designee must be obtained before surplus materials are disposed of by trade-in to a vendor for credit on an acquisition. The Purchasing Agent or designee shall approve such disposal. The Purchasing Agent 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.

Some surplus materials may be deemed as scrap by the Purchasing Agent. These materials are past a useful life; broken beyond repair; hazardous or unsafe; cannot be donated; or were unsold at a public auction or bid. The Purchasing Agent shall negotiate a price through a scrap dealer for these materials or dispose of surplus materials in an appropriate manner.