Property Control System Manual (PCS)

Effective: 1/1/2002

Revised: 7/1/2008

PCS 1002–09: Off-Site Surplus Property Sealed Bid Sales

Purpose

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

Sources

Property Control

Surplus Property

Applicability

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

Policy

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.

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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.

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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.

Procedure

The department selling property completes a Property Relocation Authorization (PRA) form and sends it to Surplus Property. One PRA form may be submitted for many items with an Excel spreadsheet attached stating: item #/lot #, item description, ASU property control #, and minimum bid amount (established by the department), if applicable. If desired, the department arranges and pays for newspaper advertising.

Surplus Property:

1. sends letters to prospective customers announcing the sealed bid sale and includes copies of the Excel spreadsheet, the bid guidelines, the closing date, and successful bidder payment instructions
2. invites the department hosting the sale to submit names of prospective bidders

   and

3. advertises the sealed bid sale on the Surplus Property Web page with bid submission instructions, physical location of property for viewing, and viewing hours.

The department selling property provides viewing hours for prospective bidders and answers questions regarding property available for bid.

Interested parties send bids in sealed envelopes marked “Bid Enclosed” to:

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

or

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

Bids are opened in the Surplus Property manager’s office at 8:00 am the day after the bid closes.

Surplus Property faxes or mails 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. In order to be exempt from Arizona sales tax, a bidder must have the appropriate forms on file with Surplus Property prior to the close of the bid sale. These forms are available from the Surplus Property Warehouse sales office, 480/965–7630.

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