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AR Form 450-03D (02/15/11)

COLORADO SURPLUS PROPERTY

HB 06-1075

PROCEDURES FOR HIGHER EDUCATION

Colorado Correctional Industries (CCi) has developed procedures for the disposal of qualified surplus property accumulated by the State’s higher education agencies in response to a Legislative directive and HB 06-1075. Endorsement of these new procedures will ensure institutions of higher education are conforming to the statutory requirements of the state’s surplus property procedures, described in CRS section 17-24-106.6.

Automatic waivers will be granted, by campus, for property that is deemed unique and of interest to institutions of higher education. A report shall be submitted to the associate director of Correctional Industries at the end of each year specifying and accounting for the property that was automatically waived. The following property shall be automatically waived:

• Specialized property of which the institutions of higher education have expertise and special market knowledge to re-sell more efficiently.

• Property determined to be unique to institutions of higher education due to their educational mission and is property not acquired using Colorado State General Fund dollars, such as property purchased with a majority of money from grant funding and as a result requires special disposition procedures; property purchased with student tuition and fees for which the revenue received from the re-sale of the property will be returned to specific programs funded by the specific allotments of tuition or student fees; or property that is acquired through gifts or donations.

Form 276

All qualified surplus property, except property identified and noted under the automatic waiver categories, must be listed on form 276, “Declaration of Surplus Property.” Form 276 is considered a perpetual working document for tracking and disposing of all surplus property. Colorado Correctional Industries reserves the right to make modifications and to amend the content and structure of form 276 for the purposes of updating, clarifying, and improving procedures for the appropriate disposal of surplus property. Any future modifications to Form 276 will be accepted as subsequently amended.

All state surplus property must be disposed of through the state’s surplus property agency as follows:

Attachment “D”

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1. The main surplus property disposal facility is through Colorado Surplus Property Agency located at 4999 Oakland Street, Denver, CO 80239. The Colorado Surplus Property Agency manager can be reached at 303-370-2167.

• Form 276 is required to declare all qualified state surplus property.

• Form 276 is obtained from Correctional Industries Web site . This form can be found under the “services” tab and then to the “surplus property” tab.

• Form 276 instructions and various disposal methods are listed on the Web site. Form 276 must be filled out entirely and transmitted to Colorado Surplus Property Agency for review and approval.

• All computers and electronic equipment require serial number(s) submitted with Form 276 as per the state’s electronic recycle/destruction and resell policy.

• Form 276 approval will identify and detail appropriate disposal procedures.

• For consistently large surplus property disposal, pick up dates can be set on a regular basis.

• Surplus property must be accumulated in one location on campus/facility, truck accessible with loading dock(s).

• Computer and electronic equipment, especially monitors and computers, must be palletized with like items together.

• No pick-up fees will be assessed if the above guidelines are appropriately followed.

• Correctional Industries will keep 12% of net revenue; the remaining revenue will be disbursed back to the institution of origin. Net revenue is defined as that revenue calculated after surplus property operating expenses are deducted from the sale or auction of its qualified surplus property.

• This fee must be calculated quarterly and paid annually to the appropriate higher education facility.

2. If a designated “off-site” disposal facility is used (i.e., University of Colorado, Colorado State University and two western slope colleges - to be determined) then the following procedures will apply:

• Designated “off-site” disposal facilities must dispose of surplus property in a consistent manner as outlined above and followed by the Colorado Surplus Property Agency. The Form 276 must be used as a document trail for auditing purposes.

• Once the designated “off-site” disposal facility completes the sale or auction of qualified surplus property, Colorado Surplus Property Agency will be paid a fee of 12%, from net revenues. Net revenue is defined as that revenue calculated after surplus property operating expenses are deducted from the sale or auction of its qualified surplus property.

• This fee must be calculated quarterly and paid annually to Colorado Surplus Property Agency.

Attachment “D”

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3. Disposal of computer equipment and/or electronic equipment through either Colorado Surplus Property Agency or an “off-site” qualified surplus property disposal facility.

• All surplus property disposal facilities must follow the written guidelines set forth by the state of Colorado, detailing the appropriate disposal of computer and electronic equipment as well as stored confidential data held within hard drives and/or other memory devices.

• All computer and electronic equipment must have a visible and distinguishable label highlighting if the equipment is in working condition or non-working condition. Labels can be obtained through the state forms center at 4999 Oakland Street, Denver, CO - 800-685-7891.

• Non working computer and electronic equipment will not be sold in auction and is required to be recycled by a reputable recycler.

• Regarding surplus computer and electronic equipment received by Colorado Surplus Property Agency, no charge will be assessed to recycle the equipment if 80% are received in working condition and no more than 20% received are in non-working condition. If less than 80% are received as non working, a recycling fee charge back will be assessed to the agency turning in the equipment.

Performance Evaluation of “Off-Site” Disposal Facilities

Colorado Correctional Industries, in conjunction with the Colorado Commission on Higher Education, retains the authority to evaluate the performance and adherence of all designated “off-site” disposal facilities. If one of the “off-site” disposal facilities is not appropriately fulfilling its defined functions and/or not following the described surplus property procedures, it can be removed as a designated “off-site” disposal facility. The authority is also given if a need arises to add or reassign an “off-site” disposal facility.

Dispute Resolution

Any dispute concerning the performance of these procedures, which cannot be resolved at the divisional level, shall be referred to the purchasing director of the higher education facility affected and the marketing director of Colorado Correctional Industries. Failing resolution at that level, disputes shall be presented to the executive directors of Colorado Correctional Industries and Colorado Commission on Higher Education (CCHE). Failing resolution by the executive directors, the dispute shall be submitted, in writing, by both parties to the state controller, whose decision on the dispute shall be final.

Attachment “D”

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