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MARICOPA COUNTY INTERNAL POLICY Policy Title: SURPLUS Policy Number: A2510 Current Adoption Date: 08-16-2006MM-DD- 2020 Current Implementation Date: 08-16-2006MM-DD- 2020 Approved by: BOARD OF SUPERVISORS Board Agenda Number: C-##-##-###-#-## Original Adoption Date: 08-16-2006 I. PURPOSE The purpose of this policy is to provide Department Surplus Liaisons with a clear and concise guide on how to dispose of County surplus materials, including items that have no salvage value (broken, damaged, or items with parts removed) at the Surplus Property Auction. This surplus disposal policy will ensure that County surplus materials have been used to the maximum value beyond their worth, and that their disposal is conducted in an equitable, efficient, and cost-effective manner within the guidelines of County Policy and Article 8 of the Maricopa County Procurement CodeCapital Asset Manual. II. APPLICATION This Policy applies to all Maricopa County appointed departments as well as the Flood Control District of Maricopa County, the Maricopa County Library District, and the Maricopa County Stadium District (Special Districts). The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, C-06-18-393-6-00, approved on April 11, 2018. This policy also applies to employees of County elected offices unless the elected official has implemented a similar policy specific to their office. III. DEFINITIONS A. Beyond Economical Repair: The current estimated value to repair surplus materials property exceeds the proceeds expected to that may be received at auction. B. Department Surplus Liaison: An employee responsible for coordinating their department’s surplus property disposal and completing the Fixed Asset Disposition Input Form for submission to the Department of Finance in accordance with the Capital Assets Property Manual. C. Functionally Obsolete: The current estimated value of the surplus material is less than the proceeds expected to be that may be received at auction. D. Furniture: Includes but is not limited to file cabinets, white boards, desks, desk chairs, credenzas, and conference room tables. Policy Title: SURPLUS Policy Number: A2510 Current Adoption Date: 08-16-2006MM-DD- 2020 Page 2 of 4 E. Modular Furniture: A system, including but not limited to, of modular panels, work surfaces, storage, tool bars, equipment, and connectors, etc., that combines to make a modular workspace. F. No Salvage Value: Refers to County pProperty that to an item that is functionally or technically obsolete, broken beyond repair, or has been used for parts and . When the cost including freight to sell an item or group of items at auction exceeds the proceeds expected to be returned. For example, if the cost to transport 20 used chairs is $50 and the auction proceeds for those chairs is $25, the chairs would be considered to have "no salvage value." G. Salvaged Equipment: Items, furniture, or equipment that has been so stripped of its components to extend the asset life to the County, that there is no salvage valueFor some items it may be considered advantageous by the department to use components of one unit to help reconstruct another, extending the asset life to the County. This process may leave nothing more than an empty shell of absolutely no salvage value. H. Technically Obsolete: Any technical equipmentCounty propoerty that has been rendered obsolete due to technological advances, and which the current estimated value of the surplus material is less than the proceeds that are expected to may be received at auction. IV. POLICY A. Maricopa County has established a contract with a private auction vendor for the disposition of all County surplus materials, which includes the pick-up and disposal charges for all County surplus materials that go to auction. B. The Maricopa County Sheriff’s Office (MCSO) Surplus Property Manager will administer and coordinate the disposal of County surplus property on behalf of the County, except for furniture type items. Facilities Management Department (FMD) will administer and coordinate the disposal of all surplus furniture. C. The MCSO Financial Management Bureau and/or FMD areis responsible for recordkeeping, sale processes, and journal voucherscash receipts including the posting of revenues for all County departments. C. All items are to be sold “as-is” with no warranty(ies), express, implied, or otherwise. D. Disposal of Wweapons areis excluded from this policy. MCSO will sell or dispose of weapons as provided by law, regulation, and MCSO policy.at the direction of the Sheriff.[MR(1][MR(2] E. Department Surplus Liaisons 1. Each County department will establish a Department Surplus Liaison and provide to the MCSO Surplus Property Manager and FMD their name, phone number and email address. 2. Department Surplus Liaisons will complete the Surplus Property Asset Transfer Form. 3. MCSO Surplus Property Manager and/or FMD will coordinate the surplus property disposal between the department and the vendor. F. Financial Reporting Policy Title: SURPLUS Policy Number: A2510 Current Adoption Date: 08-16-2006MM-DD- 2020 Page 3 of 4 1. The MCSO Financial Management Bureau is and Facilities Management will be responsible for recordkeeping, sale processes, and journal voucherscash receipts including the posting of revenues for all County departments. 2. Quarterly and annual financial reports will be prepared for all County Departments by the MCSO Financial Management Bureau and Facilities Management for all County departments.[MR(3][MR(4] G. Procedures 1. The Department Surplus Liaison will designate an item for as surplus disposition once it is determined to have served its original purpose and no longer provides value to the Department. a. Antiquities, Artwork, or Memorabilia: Items perceived to have a potential special value will be handled separately by each Department Surplus Liaison in collaboration with their Department Manager. b. Furniture or Modular Furniture: The Department Surplus Liaison shall contact FMD to determine if the furniture is of value. If FMD determines the furniture has “no salvage value,” the requesting department has the discretion to dispose of the furniture in a County dumpster. Furniture requests may be made via MyMC: Visit http://mymc.maricopa.gov/248/Facilities- Management, click Furniture Requests. 2. If a Department Surplus Liaison is not established, the MCSO Surplus Manager or FMD will make the final determination of whether equipment and furniture isare surplus or have no salvage valuesalvageable.. 3. If an item is deemed determined to haveas having “no salvage value,” then at the discretion of the Department Surplus Liaison, the item may be disposed of in a County dumpster. 4. The decision to remove parts from equipment to reconstruct another unit belongs to the Department Surplus Liaison who is involved in the reconstruction process. The Department Manager must be notified and must authorize the disposal of County surplus materials (equipment and/or furniture) that have had parts removed from them and must authorize the disposal of scrap before the scrap is discarded in a County dumpster 5. If County surplus materials have a barcode or County asset tag number, the status of the item must be reported to the appropriate employee responsible for inventorying County Assets prior to transfer or disposal. The Department Surplus Liaison is responsible for maintaining records of the disposal of all Department assets. 6. Pick-up of Disposal Surplus Property a. One date per month is scheduled for pick pick-up of Surplus Property for auction. Contact the MCSO Surplus Property Manager or FMD for deadlines to submit items. b. The MCSO Surplus Property Manager or FMD will arrange transportation. c. The Department Surplus Liaison will meet with the driver of the pick-up vehicle to document the items being disposed and have the driver sign the form. 7. Process After Surplus Auction Policy Title: SURPLUS Policy Number: A2510 Current Adoption Date: 08-16-2006MM-DD- 2020 Page 4 of 4 a. Department Surplus Liaisons are provided a detailed sales report listing all items received, sold, not sold, sales price, commission, and auction expenses. b. Items not sold will be auctioned a second time. Items not sold after the second auction will be disposed at a cost to the department. c. MCSO Financial Management Bureau or FMD will prepare journal vouchercash receipt entries to allocate the proceeds of the sales to the department’s accounting strings listed on the Surplus Property Asset Transfer forms. d. Departments are encouraged to submit disposition forms of all fixed asset capitalized equipment at the time of disposal and not wait until the year-end validation process. Revision History Version Revision Date Description of Revision 1 08-16-2006 Initial version. 2 Establishes that the Facilities Management Department is responsible to administer and coordinate the disposal of all surplus furniture, and that. MCSO will provide all quarterly and annual financial reports for all County departments. Adjust format and update remove Appendices.