ADMINISTRATIVE RULE NO: D007

RELATED TO POLICY SERIES NO: 5050

TITLE: LBCC FEDERAL SURPLUS PROPERTY SCREENING PROCESS

The Defense Logistics Agency is responsible for the worldwide management of the Defense Property Disposal Program. Operational and organizational control of this program is exercised by the Defense Property Disposal Service with headquarters in Battle Creek, Michigan. The primary objective of the program is the utilization of excess Department of Defense property within the department, other federal agencies, and lastly, within the various states.

All items screened are to be used for a pre-determined purpose and are not to be sold or disposed of in any fashion for a period of not less than one year with the exception of vehicles and items of more than $3,000 value which are to be held for a minimum of 18 months. It is important that normal receipt, inventory, and custody controls be used with occasional federal and state audits conducted.

The Linn-Benton Community College screening process will be as follows:

1. The division having a need for surplus property will identify that need to the Purchasing Office with as much specific information as to model and condition code as possible. Additionally, in keeping with federal requirements, the division will cite the intended use of the requested property.

2. Requests will be consolidated and reviewed for planning purposes by cognizant users and the Purchasing Assistant.

3. Items may be screened as a result of visitations to Defense Property Disposal Offices.

4. The papers required will be prepared within the Purchasing Office and sent to the State of Oregon Coordinator for Surplus Property for review and subsequent submission to the General Service Administration Office in San Francisco.

5. All items will be carefully receipted with discrepancy to quantity differences, or any other irregularities carefully noted with a written comment to the State of Oregon Coordinator.

6. A master file by Defense Property Disposal Office screening date will be maintained in the Plant Services Office. Included in the file will be receipts by the requesting division for property received. Items fitting the criteria for assignment of inventory numbers will be assigned such a number prior to release to the division. Date of receipt will be annotated on all property. This information will be indexed or be a part of the LBCC inventory system.

7. If it is deemed by the division that cannibalization is required in order to properly utilize the material, a statement to this effect must be furnished to the Plant Services Office for inclusion with the record. Items over $3,000 in acquisition cost per unit require approval from the State of Oregon Coordinator.

8. At such time as property is no longer useful and after the required holding period of either 12 or 18 months, the property will be reported by the Holding Division to the Purchasing Office for internal screening and/or selling in the Auction, at which time, items will be deleted from the inventory.

9. Division request for surplus property will be filled on the basis of technical and cost considerations. Division accounts will be charged approximately ten percent (10%) of the original cost to cover the acquisition cost, transportation, and screening travel expenses.

When screening and acquisition is done by the State Coordinator, only the actual charges paid by the college to the state will be charged to the department.

10. Any acquisition and/or disposal of surplus items must be reported to Plant Services for inventory purposes.

DATE APPROVED: 8/13/84