SURPLUS AND OBSOLETE MATERIAL

When a department determines that it no longer requires or can use an item of equipment or other property which has been identified with a property control tag, it must be reported to the City’s Property Control Officer.  The Property Control Officer will make a determination as to whether the property should be transferred, relocated to the property control area, traded or sold.  All other surplus or obsolete material must be reported directly to Purchasing for disposition instructions.  The procedure for disposition of tagged surplus property is as follows:

Transfers to and requisitions from Surplus Property and Sale of Property

An “Authorization for Disposition” request will be initiated by the custodian for any surplus property.  Upon receipt of the “Authorization for Disposition” request the Property Officer will inspect the item and if the property is determined to be surplus the custodian will be instructed as to the procedure for relocation.  The custodian will be responsible for the physical transfer of item(s) to a Surplus Property Location.  Transfers to and requisitions from Surplus Property will be made only after coordinating with the Property Officer.

Property stored in surplus will be held for use by City Departments.  If after a reasonable period of time it is determined by the Property Officer that there is no further need for the item it will be sold or otherwise disposed of in the best interest of the City of Lakeland.

Departments will advise the Property Officer, by disposition request, of all items held within the Department which are to be sold.  He will in turn advise the City's Purchasing Manager, who will make arrangements for sale and final disposition.  Under no circumstances is any item to be sold by the Department without first obtaining the concurrence of the Property Officer and the City’s Purchasing Manager.

The Purchasing Division will make arrangements for the final disposition of surplus property.

There will be opportunity for competitive bid whenever City owned property is sold unless otherwise determined by the City’s Purchasing Manager.  (Untagged surplus property will be referred to the Property Officer at the discretion of the Purchasing Manager.)  

City of Lakeland

Property Control Manual