4.3 Surplus Property Sales

When a department has a piece of working equipment that is of salable quality and no longer needed by any campus department, the Surplus Property Sales (SPS) department should be notified. SPS will make an attempt to locate a buyer for the equipment. 

Contact

Questions about this policy can be answered by:

Alejandro Perez

Surplus Sales Manager

Property Management Office

(650) 723-3001

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1. About Surplus Property Sales

As stated in Administrative Guide Memo 5.2.4-Surplus Property Sales, the Surplus Property Sales office (SPS) is the only entity authorized by the University Board of Trustees to sell university assets.  SPS is organized under the Property Management Office (PMO) under Research Financial Compliance & Services (RFCS).  It was reorganized as a self-sustaining Auxiliary in 2005. 

 

SPS serves the university and the surrounding community by promoting reutilization through weekly sales of excess university assets.  The operation seeks to support a sustainable environment and green campus while aiming to provide affordable options to both departments and the general public by selling the broad array of items which become excess to university departments and projects each year.  

SPS strives to return the maximum proceeds to departments for assets which are sold.  We are dedicated to continuous program improvements and growth which will support the university’s needs related to the value of its excess property.

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2. Sales of Surplus Property

When a department has a piece of working equipment that is of salable quality and no longer needed by any campus department, the SPS department should be notified.  SPS will make an attempt to locate a buyer for the equipment.  An excess request must be generated, including an appropriate account number (PTA-Project/Task/Award) which will be credited by SPS with the department’s share of the proceeds, if enough sales revenue is generated to warrant it.  If the item was acquired with funding from a sponsored award and the award is still active, the proceeds should be credited back to the award.  Otherwise, the account should be an unrestricted account.  For additional information see the Surplus Property Sales Fee Structure section later in this chapter.

Occasionally, departments ‘sell’ unneeded equipment to other departments.  This is not considered disposition, as the item is not leaving Stanford, but is simply transferring from one department to another.  In such cases, a journal should be generated to transfer the funds, using Expenditure Type (ET) 58510 for both the debit and the credit.  In all cases, the funds used in these transactions must be from unrestricted accounts.  A sponsored account may be credited (and must be if the acquisition was originally on a sponsored project that is still active) but only unrestricted accounts may be debited.  Contact SPS or PMO for additional information as needed.

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3. Excess Property Pickup/Delivery Process

For assets being physically disposed, the Department Property Administrator (DPA) must initiate an excess request in the Stanford Property Administration Resource Center (SPARC).

The SPS department collects the majority of excess equipment and materials at no charge to departments, usually within 10 business days of the request being generated. Large or heavy items or other circumstances may require additional labor assistance, in which case the department may be required to pay for these services. Contact your University Property Administrator (UPA) for guidance in such cases.

SPS will evaluate the condition and salability of the items and make a decision regarding the final disposition method (e.g. sale, recycle, or scrap).

Refer to the Section 4.2, Disposition and Transfers, and the Sunflower and SPARC User Guides for additional information and instructions on disposal requirements and generating excess requests.

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4. Vehicle Sales

Vehicles require additional processing, and must be delivered to the Fleet Garage for decommissioning and notification to the California Department of Motor Vehicles.  The Fleet Garage will determine whether the vehicle is considered roadworthy and eligible for reassignment to another department or sale.  If determined to be unroadworthy, the vehicle is to be scrapped.  If transferred, PMO will update the accountable department.  If sold, SPS will contact the last accountable department to obtain proceeds directions (if any).  If scrapped, PMO will retire the record.  When your department has deemed a vehicle to be excess, contact your UPA to have the record transferred to a holding code, pending the determination of the vehicle's final disposal method.

For additional information please see Administrative Guide Memo 8.4.1: Vehicle Acquisition, Ownership and Disposition and Administrative Guide Memo 8.4.2 : Vehicle Use.

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5. Computers/Universal Waste

Larger electronic items will be collected by the SPS once an appropriate excess request is received.  SPS will remove and wipe or destroy any hard drives that are in computers being picked up as excess.  They also destroy all hard drives being disposed of separately from a computer. They will then process them appropriately for either resale or recycling following EPA and California DTSC approved methods.  

This does not absolve departments from the responsibility of ensuring that "non-public" Stanford data is removed from the system.  Non-public files should be deleted before requesting the computer be collected for disposal.  This should also be done prior to transferring a computer from one user to another within Stanford.  Please see the Data Classification Guidelines  on the Information Security Office website site for details. The safeguarding of non-public data is a high priority for Stanford, and the responsibility for ensuring this remains with the user of an individual system, including the deletion of files deemed to be non-public in nature.  While Surplus Property Sales will take the necessary precautions to protect the collected computers and process hard drives according to requirements, it does not take responsibility for the failure of users to remove such data prior to collection.  For additional information, please see the Computer Equipment Transfer and Disposal Guidelines on the Stanford Secure Computing Website and Administrative Guide Memo 6.3.1: Information Security for more information.

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6. Excess Furniture Collection Process

When a department has furniture that is no longer needed, and it needs to be removed, the DPA must process a request to have it collected.  The furniture will be picked up and taken to storage or disposed depending on the condition of the items in question.  The SPARC system has an online request form to have the furniture removed to Surplus Sales.  DPAs have access to the system (access is centrally controlled by PMO.)

Large quantities of furniture may require labor assistance, in which case the department removing the furniture will be responsible for the associated costs of transport.

Furniture that is in Sellable Condition

For small quantities of small furniture items, Surplus Sales picks up the furniture, usually at no cost to the department. In these cases, it make take up to 4 weeks to have the items collected (depending on current volume and projects), so please plan ahead.

In the event that more immediate removal of furniture is required or if a department has a large quantity to be removed, please contact Alex Perez in the PMO to make special scheduling arrangements for the removal.  In such cases, the department is responsible for the associated costs.  An excess request must be generated in SPARC and approved by PMO.  Surplus Sales will coordinate the collection and transport, and journal the cost to the department.

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7. Surplus Property Sales Fee Structure

The SPS fee structure, as of 9/1/2018 is shown below.

Net Sales Proceeds (pre-tax sale amount)

Return to Department (pre-tax sale amount)

<$1,500.00

0%

$1,500.00-$4,499.99

25%

$5,000.00-$9,999.99

40%

$10,000.00-$24,999.99

60%

$25,000.00-$49,999.99

75%

$50,000.00-$99,999.99

80%

$100,000.00+ 90%

Note:  This fee structure relates to the sales of individual items.  There may be exceptions where a sale of 1 lot of equipment is generated by a department (such as a PI transfer involving the sale of many pieces of equipment to another institution).  In all such bulk sales, the proceeds percentage will be subject to negotiation, and based on level of effort required and other cost considerations.

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8. Surplus Property Sales Terms and Conditions

Complete Surplus Property Sales sales terms and conditions are as follows.

 

Stanford University Property Management Office – Surplus Property Sales Terms of Sale

 Payment

Payment due upon receipt of invoice. Payment must be in the form of a cashier’s check or money order, payable to Stanford University Surplus Sales. Payment must be received prior to release of property to buyer.

Bill of Sale

Stanford University Surplus Sales will issue a Bill of Sale to the buyer upon receipt of payment.

Packaging and Transportation

Buyer is responsible for all packaging, handling, and shipping costs. Buyer is also responsible for arranging packaging and transportation services necessary to remove the item(s) from the Stanford premises.

Bill of Lading

A copy of the bill of lading shall be provided to Stanford University in order to provide documentation that this equipment was shipped to a point outside of the State of California.

Title and Risk of Loss

Title to the property herein sold and risk of loss thereof pass to Buyer upon delivery of the Equipment to Buyer or service agent acting on Buyer’s behalf.

Indemnity

Buyer agrees to forever indemnify, defend, and save harmless Stanford from and against, and to waive any and all claims against Stanford for: any and all claims, suits and demands of liability, loss or damage whatsoever, including attorney’s fees, whether direct or consequential, or account of any loss, injury, death or damage to any person or persons or property (including without limitation all agents and employees of Buyer and Stanford and all property owned by, leased to or used by either Buyer or Stanford or both) or on account of any loss or damage to business or reputation or privacy of any person, arising in whole or in part or in any way from Buyer’s or any other party’s purchase or use, or from Buyers or any other party’s entry onto Stanford or dismantling or removal, of the property sold hereunder or in any way connected therewith or in any way related thereto, and regardless of whether such loss, injury, death or damage results in whole or in part form (a) the negligence or omission of Stanford, or (b) any product liability of Stanford or any person, or (c) any strict liability of Stanford or any person.

There are excluded from the above indemnity and waiver provisions any such claims, suits and demands of liability, loss or damage resulting solely from Stanford's gross recklessness, active negligence, or willful intent to injure.  As used in this indemnity and waiver provision, and for the purposes of Buyer's insurance, Stanford shall be deemed to include Stanford University and their Trustees, directors, officers, employees, faculty, students, agents, affiliated organizations and their insurance carriers, if any.

Export

The use, disposition, export and re-export of Stanford University property transferred to the purchaser by this transaction are subject to all applicable US regulations, including the Export Administration Regulations (15 CFR 730‐774), the International Traffic in Arms Regulations (22 CFR 120‐130), and the Foreign Assets Control Regulations (31 CFR 500‐600) that among other things prohibit the use or disposition, export or re-export of this property without first obtaining prior US government approval in the form of an export license or other authorization when required

Warranty and Condition

 

Property is sold, as‐is where‐is, without any warranty expressed or implied.

 

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