COLLEGE DECISION Texas State Technical College Harlingen will purchase equipment and supplies through the Texas Surplus Property Agency and Federal Surplus property for use in various departments. PROCEDURE: College Personnel will indicate in writing to the Supervisor of Property Accountability the specific types of equipment and supplies desired from surplus property. The Supervisor of Property Accountability will visit and maintain telephonic contact with surplus Accountability property personnel to identify availability of requested surplus property, and will notify departments when equipment has been located. The Requesting Department will be responsible for paying any travel expenses associated with transportation of the equipment to the College. All surplus equipment is to be delivered to Central Receiving for inventory records documentation. The Supervisor of Property Accountability will verify receipt of the property by signing the distribution document and will forward a copy of the Distribution Document to the appropriate office for preparation of the appropriate departmental requisition. The Business Office will process departmental requisition for payment. The Supervisor of Property Accountability will make arrangements to deliver surplus property to requestor’s location and obtain signature for receipt of property. The Property Holder will insure that surplus property is placed into use within the specified time period and will follow all State guidelines rules and regulations pertaining to care, maintenance, and safekeeping of State Property. Acquisition of Surplus Property Federal and State Surplus Property The Federal and State surplus property programs are administered by the Texas Building and Procurement Commission (TBPC).1 Each program has its own law, rules, and procedures.2 Federal State agencies, political subdivisions, and certain nonprofit organizations are eligible to receive federal surplus property through TBPC. Participating groups must be currently certified and on file with TBPC to receive donated property. The federal surplus property program operates on a cost recovery basis; it is not funded by the legislature. Participants pay a service charge which is a fraction of the original acquisition cost. Federal surplus property is distributed through four districts in Texas. The regional offices are located in Fort Worth, Houston, Lubbock, and San Antonio. Each regional office includes a warehouse where surplus property is collected, sorted, and stored prior to distribution. Participating organizations can send their appointed representative to any of the warehouses to inspect property. TBPC also publishes a bulletin which lists some of the property available at each warehouse along with other pertinent information. A listing of federal surplus is available on the TBPC website at http://www.tbpc.state.tx.us/surplus/index.html. Further information may be obtained by calling the Federal Surplus Property Program at 512-463-3438. State State surplus property is available to state agencies, political subdivisions, and assistance organizations for a 10-business day period. A new listing of surplus property is disseminated at the first of each month. This listing of state surplus is available on the Internet at the following address: http://www.window.state.tx.us/lga/surplus/. During this 10-business day period, the agency owning the property determines the price, if any, for each item. The first state agency, political subdivision, or assistance organization that commits to the price is entitled to the property unless a competing equivalent request is received from a state agency and a political subdivision or assistance organization. If a competing equivalent request is received, priority is given to the state agency. Requests are considered "competing and equivalent" if each meets the price established by the agency on the same business day within the 10-business day period. The State of Texas has opened State Surplus Storefronts in the following locations for the public: Austin District 1107 N. IH-35 Austin, Texas 78702 Phone: 512-463-3915 Fort Worth District 2826 North Beach Street Fort Worth, TX 76111-6201 Phone: 817-831-6767 Lubbock District 714 West 34th Street Lubbock TX 79404-2134 Phone: 806-747-9441 Houston District 8611 Wallisville Road Houston TX 77029-1313 Phone: 713-675-6291 San Antonio District 2103 Ackerman Road San Antonio, TX 78219-3017 Phone: 210-661-2381 Inventories can be found at the Surplus Property section of the TBPC website under Retail Store/Locations and Inventories. For additional information, call the Surplus Property Program at 512-463-3381. Legal Authority: 1 - Texas Government Code, Title 10, Subtitle D, Chapter 2175 2 - Federal Surplus Property: Texas Government Code, Title 10, Subtitle D, Chapter 2175, Subchapter G and 40 USC 484; Title 1, Texas Administrative Code, Chapter 126, Subchapter B. State Surplus Property: Texas Government Code, Title 10, Subtitle D, Chapter 2175, Subchapter A thru F; Title 1, Texas Administrative Code, Chapter 126, Subchapter A. SECTION 2.1 REVISED DATE: 03/5/03 Used Equipment As a rule, the purchaser should procure new equipment, but sometimes it is necessary or advantageous to purchase used or demonstrator equipment and supplies. The most common reasons are: - the inability to secure new equipment;
- the lack of adequate funds for new equipment; or
- used equipment will satisfy the agency’s need at a substantial savings.
Purchases of used and demonstrator equipment are to be processed as follows: The ordering entity must: - obtain a minimum of three (3) signed bids which have been properly prepared whenever possible;
- if only one bid is received, prepare a statement explaining why no competition exists;
- provide a letter or signed statement from the bidder(s) guaranteeing quality and condition of the merchandise offered;
- provide a letter from an authorized person connected with the ordering entity that: a. states that the equipment or supplies have been personally examined, and b. describes the condition and value of the equipment or supplies;
- forward to the TBPC with an open market requisition if the purchase exceeds your delegated authority.
If the TBPC determines that the purchase is appropriate, a purchase order will be issued. Alternatively, the TBPC may advertise the requisition using open market procedures. Note: If the used equipment is offered by a Qualified Information Systems Vendor on catalogue, catalogue purchase procedures shall be followed. SECTION 2.3 REVISED DATE: 06/98 Office of Responsibility: Chief Financial Officer College President: Dr. J. Gilbert Leal |
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