POLICY:

Purchasing Services is responsible for the proper disposition of trade-in or surplus (PRO-F-3) property at a fair market value (IPP 10), and for the benefit of UW-Madison in a timely manner. This disposition can include Trade-in (IPP 49), sale of the property outright through the Offer to Sell (OTS) process (IPP 54), sale of ("Items at Other Locations") via SWAP web site, sale of the property through the Surplus With A Purpose (SWAP) procedure (PPP 18) which ever is judged to be in the best interests of the State. The decision of which method to use is based on value, size, quantity, uniqueness and timing.

"ITEMS AT OTHER LOCATIONS":

1. When SWAP receives a request for the assistance with proper disposal of items or equipment at other locations, a Memorandum Of Understanding shall be signed by both parties and the following procedures shall apply.

1.1 Items at other locations and/or large building/floor clean-outs may be handled in one of the following methods. Preferably, enough notice would be given to SWAP in order to proceed with the OTS process. The OTS would allow for maximum return to the department or agency requesting the sale, and reduced costs to all involved.

1.2 When time does not allow for an OTS and the department or agency must have quick removal of state property, SWAP will list the items on the SWAP web site under "Items at Other Locations".

1.3 The department or agency must provide a list of the items to be sold and a contact person to handle calls and viewing on site. The contact person shall be responsible for the tagging process of customer purchases. Customers are to pay for items at SWAP prior to the removal of any property.

1.4 Pricing issues will be addressed prior to the sale of any items. A generic list for items such as desks, file cabinets, chairs, etc. will be used as a guideline for both the department and SWAP. Specific items (not generic), will be priced prior to the opening of the on site sale.

1.5 SWAP will advertise the sale on the web site under "Items at Other Locations"

1.6 The department or agency requesting the sale shall receive 80% of the sales less any additional costs incurred during this process.

1.7 If all items don't sell, the department and the SWAP Manager will decide the next best alternative method for disposal. The department will pay the cost to remove the items from their location to a designated SWAP location if necessary.

1.8 SWAP will then assume responsibility for disposition of property. (IPP 54)

References:
PPP17 - Vehicle, Purchase/Lease, New/Used, Replacement and Disposal
PPP18 - Disposal of Surplus University Property
IPP10 - Fair Price Analysis
IPP49 - Disposal of University Surplus Property through Trade-in
IPP54 - Disposal of University Surplus Property through Offer to Sell or Trade In.
PRO-F-3 - Surplus Property Disposal-Non Vehicles