Regulation EC-R(0): Equipment and Supplies Management

Equipment and Supplies Management

PROCEDURES FOR SURPLUS EQUIPMENT, FURNITURE, AND MATERIALS AND FOR THE REPLACEMENT OF THE SAME

1. Request for Furniture

2. When the need for furniture arises, the principal/department head submits a request on a requisition form (R-40).

3. If the request is approved, the administrator signs and forwards the R-40 to the Department of Plant Services.

4. If revisions are necessary, the administrator returns the R-40 to the originator.

5. Furniture is issued from the existing inventory.

6. Request for Furniture Removal

7. The principal/department head submits a C-50 to the appropriate administrator.

8. The administrator conducts an on-site review of the furniture in question.

9. If the furniture is declared unusable or surplus, the C-50 is approved and submitted to the Department of Plant Services.

NOTE: If the furniture is declared usable, the Warehousing Unit incorporates the furniture into the regular stock and schedules it for reissue.

1. Pick-up of Surplus Items (All items utilized by the school system)

2. Items are picked up at each school or center once per quarter with a minimum of five (5) working days advance notice.

3. All C-50 items are assembled in one location prior to pick-up.

4. Exceptional situations are handled on an individual basis.

5. Replacement of Instructional equipment (schools only)

6. Local School Funding

Self-insurance applies to all items valued at less than two hundred ($200.00) In the absence of extenuating circumstances, replacement of these items is funded using local per pupil monies.

1. Provisions Using System-Level Funding

2. The replacement cost must be more than two hundred dollars ($200.00)

3. The equipment must have been purchased with school system funds.

4. Consideration will be given to the replacement of donated equipment under the following conditions: ​​​​​​​

5. Equipment is donated in new, operational condition.

6. Equipment is placed on inventory.

7. Equipment is identical to the existing equipment being used in the basic instructional program.

8. Lost or Stolen Equipment

9. The need to replace a piece of equipment must be documented properly. A risk management/property loss report or a C-50, along with other appropriate documents, such as service records, policy reports, etc., is required.

10. A purchase order is completed and signed by the principal/department head.

11. The principal/department head forwards the documentation and the purchase order to the appropriate administrator. The request is reviewed and, if approved, is forwarded to the Department of Plant Services.

12. The Department of Plant Services will hold purchase orders for lost or stolen equipment for thirty (30) days to allow time for recovery.

13. At the end of the holding period, purchase orders will be reviewed by the Division of Instruction regarding replacement.

14. The current Open Bid Book or other bids approved by the Department of Purchasing will be used for replacement, whenever possible.

15. Purchase orders must be submitted with C-50s or security reports for consideration to be given to the requests.

NOTE: Funding for lost or stolen equipment is contingent upon the availability of budgeted funds.

1. Request for Removal of Equipment and materials

2. Request for Removal

3. Department heads/principals will develop guidelines for assessing the replacement/surplus status of equipment and materials.

4. For specialty equipment and materials, the principal/department head requests an on-site visit by the appropriate specialty area personnel. (Specialty equipment includes, but is not limited to, lawn mowers, pianos, microscopes, and computers). The specialist determines the status of the equipment/materials relative to surplus or transfer to another location for maximum utilization. The principal/department head completes a C-50 based on the recommendations of the specialty area personnel.

5. All chemicals will be disposed of by an authorized agency licensed to dispose of such chemicals. All requests for such disposal shall be made to the Plant Services Environmental Services Department.

6. The “Property Status Tag Report” is completed and affixed to the item. (Exhibit EC-E).

7. The principal/department head completes a C-50.

8. The C-50 is forwarded to the appropriate administrator for review and disposition. The administrator performs an on-site review of the property. If the property is declared usable, the Warehousing Unit incorporates the property into the regular stock and schedules it for reissue.

9. If the C-50 is approved by the administrator, then it is signed and forwarded to the Department of Plant Services for disposition.

10. Prior to disposition, the Department of Plant Services notifies the Board of all property declared surplus. Such notification shall be by written report provided to the Board, at minimum on a quarterly basis, or earlier as the Supervisor deems necessary.

NOTE: Instructional coordinators of science are to be contacted for disposition of excess or expired, shelf-life chemical products.

1. Sale of Surplus Furniture, Materials, and Equipment

2. Employees of the school system may purchase surplus property offered at public auction only;

3. An itemized list of the property to be sold is prepared by the Department of Plant Services. Notice of the sale is inserted in the official newspaper of the county for a period of two (2) weeks. Additional information concerning the sale is distributed to prospective bidders when deemed necessary by the Department of Plant Services.

4. The auctioneer shall be an employee of the school system. The various forms necessary to conduct and record the sale is supplied by the Department of Plant Services. Each sale is paid for only by cash and shall be final. The auctioneer is authorized to reject offers that are either less than the property would bring as scrap or less than the trade-in allowance.

5. Property not sold at public auction shall be disposed of in a manner most beneficial to DCSS.

6. Surplus Textbooks

7. Textbooks that are considered to be surplus and obsolete, according to guidelines and instructions from the Division of Instructional Services, will be removed after the close of school each year. These books are to be boxed and labeled. Upon receipt of a credit memorandum from the Coordinator of Textbooks, the books will be picked up and returned to the warehouse where they will be screened by the Warehouse Unit of the Department of Plant Services.

8. Usable books and books that may be rebound will be withdrawn. Other books may be held for use as supplementary texts and other instructional needs, as determined by the Division of Instruction. ​​​​​​​

9. The remaining books may be considered discards and sold as scrap to legitimate dealers or to companies that purchase used textbooks.

See also Administrative Regulation Descriptive Code: DO-R