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Internal Management Memoranda

EFFECTIVE DATE: December 1, 1993

INTERNAL MANAGEMENT MEMORANDUM NUMBER: 6C1-6.40-16 (Revised)

SUBJECT: IFAS; Procedures for Disposal of State Owned Property

1. Under certain circumstances it may be necessary to initiate action to remove items from the property records. Examples are: lost or stolen, damaged or destroyed, worn out or obsolete, unneeded by unit but operative, etc. Items that are unneeded but operative may be advertised throughout IFAS for use by other units. If the item can be transferred to another IFAS Unit through donation or sale, send a complete description, location of item, name, address, and telephone number of a contact person to IFAS Fiscal Services, 2039 McCarty Hall, Gainesville, for circulation throughout IFAS.

2. The action to remove items from the property records is initiated by the completion of a Report of Survey, FA -P-M- RS1/9-1-92 or FA Form FA-P-M-RS2/p-1-92 (Lost or Stolen). This form must be signed by the person who is accountable for the property, generally the Unit Administrator.

3. The completed Report of Survey form is sent to IFAS Property Accounting where it is reviewed.

   If the Report of Survey form is approved, the pink copy is returned to the unit that originated the form and the items on the form can be removed from the originating unit's inventory by complying with the approval instructions of the form. If the Property Survey form is not approved, the form will be returned to the originating unit for additional information. The form can then be returned to the IFAS Property Manager.

   1. Copies of the Property Survey form are sent by IFAS Property Accounting to the University Property Accounting Office to be forwarded to the Surplus Property Warehouse. Personnel from the University Property Warehouse will pick up the items that are located on the Gainesville Campus.

   2. Items that are usable or repairable that are located away from Gainesville must either be brought to Gainesville or sent via the IFAS truck that makes periodic trips throughout the state. Each item must be placed in a closed container (box), labeled for delivery to the University Property Warehouse, and have a copy of the approved Property Survey form enclosed with the item.

4. All IFAS Report of Survey forms concerning vehicles must be accompanied by a Request for Disposal of Mobile Equipment (IFAS Form 2511). The vehicle tag and gasoline credit cards must also be sent with the Report of Survey form.

5. Lost or stolen items must be placed on the Report of Survey- Lost/Stolen form FA-P-M-RS2/9-1-92. These items require approval of the State Comptroller before being removed from inventory. (Detailed instructions on this procedure are stated on the Report of Survey-Lost/Stolen Form.)

6. IFAS units in the Gainesville area may dump salvageable metal scrap only in the scrap pen located next to the Surplus Property Warehouse, Building 609, located on Radio Road. All other refuse must be disposed of either through a dumpster service contracted through the UF Physical Plant Division, a large construction type dumpster rented from the BFI Company, or hauled and dumped at one of the Alachua County landfills.

7. IFAS units away from Gainesville should collect salvageable metal scrap in a single location. Scrap collected in this manner should be sold periodically to the highest bidder. The sale of scrap or other surplus property should be coordinated through the IFAS Purchasing Office to ensure compliance with University rules. The attached formats are to be used by units away from Gainesville when selling scrap (Exhibit A) or surplus property (Exhibit B). Sale of scrap should be sold on an "all or none" basis to encourage bidders to remove all scrap from the unit's scrap pile. Vehicles may be included in the sale if it is not feasible to comply with the instructions in paragraph 9) of the IMM. If a satisfactory bid is not received, the unit should arrange to dump the scrap either into a local landfill or other garbage facilities.

   Special Attention: The following "Restriction of Bidders" must be included in any bid papers for the sale of surplus property. Restriction of Bidders - The items herein listed may not be purchased by employees of the unit releasing the items, employees directly involved in the sale, their family, or their spouses.

8. Operational vehicles or non-operational vehicles that have wheels and are towable can be brought to the University Surplus Property Warehouse scrap vehicle compound for disposal. Vehicles must be accompanied by an approved Report of Survey. The vehicle compound is locked at all times and access can be obtained by contacting the University of Florida Property Accounting Office, telephone 392-2556, SUNCOM 622-2556. Prior notice of delivery must be given to receive instructions for delivery to the compound.

                                                                 EXHIBIT A
 
 
INVITATION TO BID NO. ______________________
OPENS: _____________________________________
TIME: ______________________________________
 
                          FROM:     UNIVERSITY OF FLORIDA
 
 
 
 
 
 
 
 
 
 
 
NAME OF BIDDER ___________________________________________________________
 
ADDRESS __________________________________________________________________
 
PHONE NUMBER _____________________________________________________________
 
REGISTERED DEALER:  SALES TAX NUMBER _____________________________________
 
 
I HAVE READ, UNDERSTAND, AND AGREE TO ABIDE BY THE BID CONDITIONS FOR
THIS SALE.
 
SIGNATURE ________________________________________________________________
 
 
 

 
BID NO. ____________                                             PAGE   2
 
I    BIDS
 
     A.   Sealed bids will be received by the ____________________________
          ________________________________________________________________
          for the sale of ___________________ listed on the attached Bid Form,
          until _______________.  Bids received after this time will not be
          considered, regardless of reason for delay.
 
     B.   Bids may be mailed or otherwise delivered to ___________________
          ___________. All bids should be enclosed in a sealed envelope marked
          "SEALED BID FOR __________________________ TO BE OPENED" _______
          ______________.
 
     C.   Bids will be publicly opened at said time and place. Interested
          persons are invited to attend.
 
II   INSPECTION
 
     These items may be inspected as referenced site, University of
     Florida Campus or Research Center, Monday through Friday from
     8:00 AM - 4:30 PM.  All bidders are urged to inspect equipment
     before submitting bids.
 
III  CONDITION OF PROPERTY
 
     Items are offered for sale "Where Is" and "As Is" without
     recourse against the University of Florida, Board of Regents or
     the State of Florida.  No warranties will be issued.
 
IV   CONSIDERATION OF BIDS
 
     A.   Bids will be awarded on Lump Sum.
 
     B.   Insert in "Bid Price" blank the total amount you agree to
          pay for the lost.  Entries must be typed or clearly printed
          in INK.  Questionable entries will be rejected.
 
     C.   If a minimum bid is indicated, no bid less that the minimum
          will be considered.
 
     D.   Please do not submit "token" bids just to be bidding.  Only
          reasonable offers will be considered.
 
     E.   The right is reserved to reject any and all bids or waive
          any minor irregularity or technicality in bids received.
 
 

 
BID NO. ____________                                             PAGE   3
 
V    REMOVAL OF ITEMS
 
     A.   Successful bidders will be notified by mail within a few
          days after the bid opening.  Before authorization is given
          to remove such scrap material, the successful bidder shall
          furnish a certified or cashiers check made payable to the
          University of Florida and delivered to: _______________________
          _______________________________________________________________
 
     B.   Items must be removed at bidder's expense within ten (10)
          working days after notification of award of bid or
          successful bidder may lose payment.
 
VI   RISKS, LOSS OR INJURY
 
     A.   Neither the University of Florida, Board of Regents or the
          State of Florida will be responsible for injury to persons
          making inspection or removing the items offered for sale.
 
     B.   The bidder agrees to accept all responsibility for damage
          to property occurring while removing the item(s).
 
     C.   Neither the University of Florida, Board of Regents or the
          State of Florida will be responsible for the protection,
          loss or damage of the items after the bids have been
          awarded.
 
VII  REJECTION OF BIDS
 
     The University of Florida reserves the right to reject any and
     all bids.
 
VII  FORFEITURES
 
     If you are high bid on several items and do not accept all of
     them, all of your bids will be rejected.  Said items may then be
     disposed of to the next higher bidder or in any other manner
     which the University of Florida determines to be in the best
     interest of the State of Florida, free and clear of any and all
     interests of the successful bidder.
 
IX   TIE BIDS
 
     Ties will be broken in one of two ways.  If bids are marked with
     a date-time stamp, the bid will be awarded to the first bid
     received.  If there is no date-time stamp or if the bids were
     received at the same time, the tie will be broken by tossing a
     coin.
 
 

 
BID NO. ____________                                             PAGE   4
 
X    TAX
 
     A.   Registered Dealers  -  Must have a Sales Tax Number.  A
          certificate of exemption must be filed with the Purchasing
          Division, University of Florida.  The University of Florida
          is not required to collect sales tax on scrap sales to
          these parties.
 
     B.   Non-registered (i.e., individuals)  -  The University of
          Florida is required to charge and collect Florida Sales
          Tax, except on motor vehicles.
 
All bidders are reminded that items which require a title (i.e., motor
vehicles) are subject to 6% Florida State Sales Tax which will be
collected by the appropriate County Tax Office when the title transfer
is requested.
 

 
BID NO. ____________                                             PAGE   5
 
 
 
                            SUMMARY STATEMENTS
 
The purpose of this invitation to Bid is to solicit proposals for the
purchase of one lot of surplus scrap metal identified as the
 
(location of scrap metal) ________________________________________________
 
(address) ________________________________________________________________
 
 
The material for sale includes:
 
 
 
 
 
 
 
 
 
It shall be the responsibility of the successful bidder to remove all
scrap material within the area and must be back bladed to a reasonable
level.
 
The award of this bid will be made in a manner that will result in the
best interest of the University of Florida.
 
 
 
 
TOTAL BID TO PURCHASE  $_____________________________