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Effective: 1/1/2002

Revised: 3/1/2004

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[ASU logo] PCS 1002–09: Off-Site Surplus Property Sealed Bid Sales

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Purpose
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To provide a process for off-site surplus property sealed bid sales

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Sources
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Property Control
Surplus Property and Recycling

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Applicability
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All university property (whether purchased or gifted to ASU) that is sold from its point of use rather than being transported to the Surplus Property Warehouse

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Policy
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Some university surplus property (whether purchased or gifted to ASU) is sold from its point of use, rather than from the Surplus Property Warehouse. Departments selling property from its point of use must use the off-site surplus property sealed bid process. The sale must be made following the off-site bid sales procedures below.


Property Not Allowable in Sealed Bid Sales

Computers, small mainframes, or any component that has a hard drive or stored data is not sold via the sealed bid process. Neither is office furniture (e.g., desks, chairs, office-size bookcases in small quantities). If a department has large amounts (a minimum of 50 desks, chairs, bookcases, etc.) and wants to sell them as one lot, an arrangement for office furniture sales can be made.


Successful Bidder Payment and Property Pick Up

Successful bidders will be given two working days in which to make payment for the property on which they successfully bid and five working days beyond the date they make payment to pick up the property from the sale location.

The only acceptable forms of payment on bid sales are cash and cashier’s check. Credit/debit cards, personal checks, and business checks will not be allowed.

All payment is made at the Surplus Property Warehouse. A receipt will be issued when payment has been made. This allows the bidder to remove property from the bid sale site.

Rebates to departments on bid sales will not follow the same percentage as rebates on those items of property received at the Surplus Property Warehouse. A 70 percent rebate will be paid on the net sales total (after sales tax) when total sales do not exceed $5,000. A 75 percent rebate will be paid on the net sales total (after sales tax) when total sales exceed $5,000.

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ProcedureD
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Responsibility
Action
Department selling property
  1. Complete a Property Relocation Authorization (PRA) form and send it to Surplus Property and Recycling.
    Note: One PRA may be submitted for many items with an Excel spreadsheet attached stating: item #/lot #, item description, ASU property control #, and minimum bid amount, if applicable (established by the department).

    If desired:

  2. Arrange and pay for newspaper advertising.
Surplus Property and Recycling
  1. Send letters to prospective customers announcing the sealed bid sale. Include a copy of the Excel spreadsheet, the bid guidelines, the closing date, and successful bidder payment instructions.
  2. Invite the department hosting the sale to submit names of prospective bidders.
  3. Advertise the sealed bid sale on the Surplus Property and Recycling Web page with bid submission instructions, physical location of property for viewing, and viewing hours.
Department selling property
  1. Provide viewing hours for prospective bidders.
  2. Answer questions regarding property available for bid.
Interested parties
  1. Send the bid in a sealed envelope marked “Bid Enclosed” to:

    Arizona State University
    Surplus Property and Recycling
    P.O. Box 970508
    Tempe, AZ 85287-0508

    or

    fax the bid to Surplus Property and Recycling at 480/965–8519.

Surplus Property and Recycling manager’s office
  1. Open bids at 8:00 a.m. the day after the bid closes.
Surplus Property and Recycling
  1. Fax or mail invoices (including all necessary information regarding acceptable forms of payment and payment and pickup schedule) to all successful bidders, identifying item #/lot # and successful bid amount, including sales tax when appropriate.
    Note: In order to be exempt from Arizona sales tax, a bidder must have the appropriate forms on file with Surplus Property and Recycling prior to the close of the bid sale. These forms are available from the Surplus Property Warehouse sales office, 480/965–7640.

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