Number IPP 201
Dated: 07/19/11
Replaces: 10/09/07
Internal Policy and Procedures
Sales of Surplus Equipment SWAP
POLICY:
UW-Madison Surplus With A Purpose (SWAP) conducts regular sales of surplus property. Items are sold either through the retail store or through the on-line auction. Merchandise without any potential reuse value is disposed of appropriately. Merchandise is first offered for sale to UW-Madison departments, government agencies and non-profit organizations before it is made available to the general public. UW-Madison departments may come anytime during the week from 8:00 am to 4:00 pm to view and purchase items. Government agencies and non-profit organization sales are held each week on Thursday from 8:00 am to 4:00 pm. General public sales are held every Friday 8:00 am to 4:30 pm, the second Saturday of each month from 8am to 2:30pm and special sales may be added as deemed necessary. Items are sold by SWAP on an as is basis.
PROCEDURES:
1. Preparation of material for sale at SWAP:
1.1 Computer equipment is to be tested and labeled with specification/performance information. Damaged, untested, or obsolete equipment is palletized and sent to a recycling contractor.
1.2 Data files and software are removed from computers by reformatting the hard drives.
1.3 Computers shall have a label stating the computers vital statistics and price.
1.4 When practical, SWAP staff will test and label other electronic equipment with specification/performance information.
2. Disposal of non-saleable material
2.1 Certain items are not sold at SWAP and must be disposed of properly; Items of this type are non-functioning white goods (refrigerators, air conditioners, microwaves, etc.), needles, drug paraphernalia, asbestos, radioactive materials, equipment with biological hazards, unconfined mercury, liquid chemicals and equipment containing PCB’s. Consult Environmental Management disposal guide for proper disposal information (http://www.fpm.wisc.edu/campusecology/).
2.2 Items that have no reuse value are placed in the appropriate recycling or waste disposal container.
3. Pricing Methodology
3.1 Prices are reviewed weekly by SWAP staff consisting of (SWAP Manager, SWAP Inventory Control Coordinators and SWAP Computer Technicians). Prices will be adjusted based on other resale market prices, final negotiated prices acceptable at SWAP, excessive inventory and operating expense recovery needs.
3.2 Prices for computers are based on resale prices as listed on the Internet and as sold in other computer resale stores in the Madison area.
3.3 Pricing on all other items are made by SWAP staff with the guidance of the SWAP Manager. The manager or staff may consult with departments, resale guides, UW-Madison Purchasing Agents or other specialists to determine appropriate price.
3.4 Items at SWAP are marked with a price tag or pricing information sheet about a group of merchandise and displayed near the items.
3.5 Prices may be reduced on items that remain in SWAP after one sale week. Prices may continue to be reduced until the product sells or until the item is sent for disposal at the end of the fourth sale week.
4. Priority of Sales
4.1 All merchandise will first be offered for sale to UW-Madison departments, other governmental agencies, and non-profit organizations on the SWAP Website and on regular Thursday sales at SWAP.
4.2 Departments with MDS (Materials Distribution Services) accounts are automatically registered with SWAP and their MDS account number is the same as their SWAP account number that will be charged for purchases. Other governmental agencies and non-profit organizations must register with SWAP before they may purchase merchandise. SWAP will keep a copy of their tax-exempt certificate on file. SWAP will assign registered groups a unique MDS account number. Thursday shoppers may pay for purchases with either their MDS account numbers or either a credit card or check in the name of the non-profit organization.
4.3 UW-Madison Departments may set up an appointment to shop at other times in the week, if they are unable to shop during the regular Thursday sale or if they require an emergency purchase. Appointments must be made in advance with the SWAP Manager.
4.4 Items not sold by the end of the Thursday sale will be offered to the general public during Friday sales. The general public may pay for purchases with cash, credit card or check.
4.5 Governmental agencies and non-profit organizations may also make tax-exempt purchases on Friday or when applicable at a Saturday sale.
4.6 Items should be priced to sell within two weeks of receipt at the SWAP. Some market sensitive equipment may be left for longer periods of time. Equipment remaining in the SWAP Shop after four weeks may be disposed of by recycling contracts, proper solid waste disposal or sold for scrap value directly to recyclers for scrap.
5. Holds
5.1 Holds without payment: Customers may ask a SWAP staff member to put a hold on SWAP merchandise. A hold is a request to set aside merchandise for a customer until the customer pays for the item(s) or 30 minutes have passed. A hold tag must include customer’s name, SWAP staff initials, time and date.
6. Removal of sold items
6.1 Merchandise paid for by customers may be left at SWAP until the following Tuesday at 4:00 p.m. All items left at SWAP must be tagged with a yellow "Sold" slip. SWAP is not responsible for holding items not marked with a yellow "Sold" slip. Items not removed from SWAP after Tuesday at 4:00 p.m. are considered abandoned and will become the property of SWAP and may be available for sale the next sale date.
7. Refund/Warranty
7.1 All merchandise at the SWAP is sold as is, where is, and without warranty. (See Sales Policy)
7.2 There are no refunds on items abandoned at SWAP.
8. Revenue Sharing
8.1 UW-Madison Departments and governmental agencies will be reimbursed for items sold at through SWAP according to the standard SWAP reimbursement-sharing rate.
8.2 The reimbursement rate shall be evaluated periodically to ensure SWAP recovers its operating expenses.