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Policies & Procedures

Surplus Property Policy and Procedures

 

BCN Surplus operates under Business Center North (BCN) Purchasing Department. All items purchased through Grant, State, Gift, Donation or acquired by any other means are property of the Nevada System of Higher Education (NSHE) and must follow these policies for disposal. BCN Surplus is responsible for the re-distribution, sale, recycle, and disposal of used equipment/property that BCN institutions no longer use. In accord with NSHE regulations, sales of equipment/property are handled through public auctions or public sales. Proper submission of equipment is done through AssetWorks and must be completed properly. All electronic data must be erased or removed from the piece of equipment, and all Environmental Health and Safety policies and procedures associated with the disposal must be complied with prior to the equipment being surplused.

 

A: Transferring Equipment to BCN Surplus

  1. All inventoried and non-inventoried equipment deemed to be no longer of use to the responsible department will be sent to surplus.
  2. Departments will complete a transfer to surplus in AssetWorks. Surplus will be notified, and a work order will be generated. All Grant equipment must be approved through the Office of Sponsored Projects.
  3. AssetWorks will be the system of record for any and all surplus transactions.
  4. All electronic data must be erased or hard drives wiped or fully removed prior to pick up. Surplus assumes no responsibility for data security relating to the sale of surplus equipment.
  5. All equipment, once picked up, becomes the property of BCN surplus and may not be able to be recovered by the department if disposed in error.
  6. BCN Surplus dose not dismantle property, property must be dismantled prior to pick up.
  7. Depending of condition, amount, and the type of equipment, BCN Surplus may not bring that equipment into its furniture and equipment pool. BCN Surplus will then coordinate the disposal of that equipment. The department that is currently in possession of that equipment may be responsible for the payment of that service. BCN Surplus does not accept any equipment that contains freon or hazardous materials.

 

B: Relinquishment of Equipment

     a. Equipment that is brought into surplus will be made available to all NSHE institutions and departments. That equipment may be available to departments/institutions at no cost for department/institutional use. That equipment can be viewed during BCN Surplus’s faculty sale each week. Items obtained from the surplus warehouse must be removed by the department/institution. If delivery of large furniture is needed by the department/institution from BNC Surplus, a fee will be charged to that department/institution. The following delivery fees are as follows:

$50 Delivery- Item/items will be delivered to the department and placed in the hallway outside the desired location according to BCN Surplus’s workload and schedule.

 

$100 Delivery- BCN Surplus will schedule the delivery with the department/institution and place the item/items within the department/institution designated area.

 

$150 Delivery- BCN Surplus will schedule the delivery with the department/institution. BCN Surplus will place the item/items into the desired location.

 

BCN Surplus does not disassemble or reassemble furniture. If a scheduled appointment is missed by the department/institution, BCN Surplus will place the item/items in the hallway outside the desired location. To reschedule a delivery, a 24-hour confirmed notice must be given to BCN Surplus. Delivery fees are subject to change depending on the location of the delivery. BCN Surplus does have the right to refuse delivery of certain items due to the specifics of that item.

 

b: If a piece of equipment has a fair market value above $250, that equipment will be made available for purchase to all NSHE institutions and departments and the following procedure will apply:

  1. If a piece of equipment has been earmarked for surplus and is still in the possession of the department and another institution/department would like to acquire that equipment, Surplus will establish a minimum acceptable bid for the equipment. That equipment will be advertised on bcnpurchasing.nevada.edu for one week with a description of the equipment, a statement of its condition, minimum acceptable bid, the location of the equipment, and the deadline for acceptance of bids. Bids will be accepted and the equipment will be purchased by the department submitting the highest bid. 65% of the charge will be transferred to the department/institution that still has possession of that equipment and 35% will be transferred to Surplus.
  2. If the equipment has been picked up by BCN Surplus and is in the possession of BCN Surplus and another department/institution would like to acquire that equipment, BCN Surplus will establish a minimum acceptable bid for the equipment. That item will be advertised on bcnpurchasing.nevada.edu for one week with a description of the equipment, a statement of its condition, minimum acceptable bid, the location of the equipment, and the deadline for acceptance of bids. Bids will be accepted and the item will be purchased by the department submitting the highest bid. 100% of the charge will be transferred to BCN Surplus.

 

c: Equipment that has not been claimed/bought by NSHE departments/institutions may be sold to the public through in person or online sales. During online sales of equipment, if a department/institution would like to purchase a piece of equipment that has been listed for auction online to the public, the online public sale will continue to completion and BCN Surplus will simultaneously start the process outlined in Relinquishment of Equipment section b. If a department/institution has completed a successful high bid according to Relinquishment of Equipment section b, the online public sale will be void and the department/institution will be awarded the equipment according to the policy outlines in Relinquishment of Equipment section b. If a public online auction of a piece of equipment has ended and BCN Surplus has not been notified of the department/institutions’ intentions to purchased 24 hours before the end of the public auction according to Relinquishment of Equipment section b, the public sale will be final and will be unavailable for NSHE departments/institutions.

 

d: Equipment that is not repurposed back to NSHE departments/institutions, sold to NSHE departments/institutions, or sold to the general public may be donated to non-profit) 501(c)(3)) organizations, recycled, or disposed of.

 

C. Govdeals

 

a: Govdeals is an online auction company used to ensure bidding is open and competitive for surplus property. All grant funded equipment that is sold and requires reimbursement to the funding agency is the responsibility of the department to initiate payment.

 

b: Departments wishing to receive funds from the sale of department/institutional equipment must complete the following steps prior to and during the Gov Deals listing:

  1. Inspect the equipment and complete all necessary paperwork from BCN Surplus.
  2. Photograph the equipment. (Amount and type of photos will be determined by BCN Surplus and will be dependent of type of equipment being sold.)
  3. Reply to all emails and telephone calls from potential buyers.
  4. Show the asset to potential buyers that schedule an appointment.
  5. Coordinate with the winning bidder to arrange pick up.

 If all steps above are completed funds will be distributed as follows: 1.

  1. Proceeds from sales of less than $5,000.00 will go toward offsetting BCN Surplus costs of operations.
  2. For sale amounts over $5,000.00. 50% of the amount will be transferred to the account provided by the department. The remaining 50% will go toward offsetting BCN Surplus costs of operations.

For any questions please contact us at: bcnpurchasing@unr.edu