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Surplus Disposal Action Form

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Steps

  1. 1. Introduction(current)
  2. 2. Vehicle Surplus Request
  3. 3. Equipment Surplus Request
  4. 4. Technology Equipment Surplus Request
  5. 5. General Surplus Request

  • Introduction

    2. Instructions and Information on Surplus for Miami County property.

      Declaration of Surplus:

      1. When a department comes across items to dispose of, submitting this form to Miami County Purchasing through the Miami County website is necessary to advise of any items a department is ready to discard of. The following information, at a minimum, should be included in the submission request to Purchasing for the items below:
      1. Vehicles: Department, Odometer Reading, VIN #, Vehicle Make/Model/Year, Condition of Vehicle, the current location of Vehicle
      2. Equipment: Department, Description, condition of equipment, the current location of equipment, and if applicable, VIN #, equipment Make/Model/Year
      3. Technology: Description, Qty, Location, Comments
      4. All other Items: Description, Qty, Location of items, Comments
      • Upon receipt of the property surplus request submission form. Purchasing will staff items with the Administrator to declare surplus. Purchasing will make arrangements with the department on where to move items and arrange the next steps.

       

      1. All department heads will be notified when surplus becomes available for inter-department use. Departments will be given a time frame to claim the surplus before it is listed for the public. If they choose to remove any items from available lots, departments will need to notify Purchasing of their interest and removal of items.
      2. Inventory cards are required for all inventory items listed on a department's inventory.
      3. When items go live on auction, employees interested in purchasing them for personal use can bid along with the public.

       

      Personnel Rules & Regulations state the following:

      5.13 DISPOSAL OF SURPLUS PROPERTY

      Upon approval from the Board of County Commissioners, Purchasing shall sell, trade, or otherwise dispose of personal property belonging to the County that has become obsolete or unusable surplus or is being transferred to be leased back by the County under a lease-purchase agreement. Any such sales, trades, or exchanges shall be based on competitive bidding requirements wherever necessary. No County agency or department shall permit any obsolete or unusable surplus or damaged equipment, supplies, or materials to be transferred, loaned, or otherwise disposed of except as Purchasing shall direct. County employees shall be allowed to purchase surplus or obsolete equipment consistent with the procedures for disposing of surplus property. However, by the nature of their duties and responsibilities, County employees who are in a position to acquire and/or possess knowledge regarding a specific property, which places the employee at a competitive advantage, shall be ineligible to purchase said property. Furthermore, County employees who, in their position, recommend and/or authorize property to be sold as surplus or obsolete shall be ineligible to purchase such property. For specific procedures, refer to Appendix A and K.S.A. 19-227.

       

      DISPOSAL OF SURPLUS MATERIAL

      PROCEDURE

      During day-to-day operations, materials and equipment may become surplus to the needs of a department/agency. When this occurs, Purchasing has the responsibility for determining the eventual disposition of surplus material.

       

      The first consideration of Purchasing is whether the surplus material can be transferred to another department/agency that may need the item (s). The second is how to dispose of the item if it is no longer needed by County departments/agencies.

       

      The disposition of Surplus County Property is handled by sending a notice to Purchasing of the condition, age, and description of the surplus items. Upon its disposition, Purchasing will advise the County Clerk’s Office that the property is to be removed from the Fixed Asset/Inventory file. Following the Board of County Commissioners' approval, Purchasing then determines the best method of disposition (action, transfer, disposal of trash, etc.).

       

      The Report of Surplus or Obsolete Property form reports surplus items. Complete the form and forward it to Purchasing for processing.

       

      Your department/agency is charged with the items in its inventory. The only way to eliminate a surplus item from your recorded inventory is to complete the form and process it as detailed above.

       

      ORIGINATING DEPARTMENT/AGENCY TRANSFER

       

      If the originating department/agency knows of another department/agency that can use the surplus items, the Report of Surplus or Obsolete Property form can identify that department/agency (Remarks section). After approval by Purchasing, the surplus items can be transferred directly to the other department/agency.

    4. GENERAL INFORMATION

      Provide general information from the department and submitter.