Number IPP 200

Dated: 07/19/11
Replaces: 12/16/99

Internal Policy and Procedures

Collection of Surplus Property

POLICY:

UW-Madison Surplus With A Purpose (SWAP) handles surplus property owned by UW-Madison and other State of Wisconsin agencies. All UW-Madison surplus property must be disposed of by SWAP. Other state agencies have the option of disposing of their equipment through SWAP, in addition to disposition activities coordinated by the Department of Administration’s Surplus Property Program (as defined in State Procurement Manual PRO-F-3).

PROCEDURES:

1. To start the Surplus disposal process:

1.1 A Pick-Up Request Form (Appendix 1) (see PPP18) must be completed and submitted to initiate the collection process.

        1.1.1 All equipment with UW-Madison inventory tags must be itemized on the form and include the UW inventory number.

        1.1.2 Equipment must be entered and itemized on the form and the MDS (Materials Distribution Services) account number noted for the department to receive credit reimbursement.

        1.1.3 All information must be completed on the form.

        1.1.4 Any special information or request such as; too large, heavy or unique should be noted in the comments section of the form (see section 4.2).

1.2 State Agencies (Madison Metro area) must fill out the SWAP Surplus Property Pick-up Request form to initiate the collection or drop-off (at SWAP) process.

1.3 Forms must be completed and submitted through the SWAP website at: http://www.bussvc.wisc.edu/swap/pickUpRequest.html.

2. SWAP will proceed with the removal process of surplus items upon receipt of Surplus Property Pick-up Request form.
2.1 SWAP will:

        2.1.1 Collect forms electronically daily. Each form will be date stamped when received.

        2.1.2 Enter pick-up requests into SWAP database. Pick-up request is automatically assigned a "Job Number" and this number is recorded on the form for reference.

        2.1.3 Print identification labels for each job and return labels to the contact name and address listed on the pick-up request form.

        2.1.4 File pick-up request forms in order of date received.

        2.1.5 Send copies of Surplus Property Pick-up Request to Property Control for UW-Madison Departments

3. Coordination of Pick Ups:
3.1 Pick up requests that can be handled by one person will be collected as soon as possible through coordination with MDS/SWAP drivers.

        3.1.1 Departments are to label items "SWAP" and place items in a designated central pick-up area on their loading dock, as near as a loading dock or at street level as possible.

        3.1.2 Items left on loading docks and marked for SWAP collection will be brought to SWAP by MDS/SWAP drivers.

        3.1.3 MDS/SWAP drivers will take all items marked SWAP. In the case of locations that have MOU’s (Memorandum Of Understanding) establishing designated central pick-up areas, all items (marked or unmarked) in the designated pick-up area will be picked-up.

        3.1.4 MDS/SWAP driver will record on the work order the date all items were brought to SWAP and all attempts for pick-ups for each pick-up request.

4. Special concerns:
4.1 Large volume clean-outs are coordinated with the SWAP Manager. Clean-outs may be conducted over a period of time, to ensure timeliness for both the departments and SWAP.

4.2 Heavy equipment, valuable equipment or large volumes of equipment may be better disposed through the on-line auction process. The SWAP Manager coordinates this with the department.

4.3 Lab clean-outs must be coordinated with the SWAP Manager and a Safety department representative to ensure hazardous materials are properly disposed. All small lab items (e.g., glassware, testing equipment) collected from multiple labs are to be boxed and labeled with the department's contact person name and phone number, in case that person needs to be contacted regarding proper disposal activities.

4.4 SWAP Manager will instruct departments in the proper disposal/removal procedures for items that cannot be collected by SWAP. A list of departments responsible for the disposal of hazardous waste is available (see Environmental Management web page: http://www.fpm.wisc.edu/campusecology/). Other state agencies will be advised to work with their building manager to coordinate the disposal of hazardous waste.

5. Surplus equipment may be dropped off at SWAP, with prior approval.
Departments are to call SWAP at 497-4420 for authorization. A completed pick-up request form must accompany at the time of the drop off. NO FRIDAY DROP OFFS!

References:
PRO-F-3 - Surplus Property Disposal, Non-Vehicles
PPP18 - Disposal of Surplus University Property