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REQUIREMENTS AND POLICIES MANUAL

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Materials and Property, Excess

    Title:

    Materials and Property, Excess

    Publication date:

    12/5/2012

    Effective date:

    1/2/2012

    BRIEF

    Policy Summary

    Excess property consists of equipment and materials no longer needed by a Berkeley Lab division. It includes both property-numbered items (sensitive and controlled) and non-property-numbered items. All personal property must be reviewed against high-risk criteria before disposal.

    Supplies, materials, and equipment no longer required for the needs of Berkeley Lab are made available to the Department of Energy (DOE) and other federal and state government agencies through the excess materials and property screening process. The Facilities Division Warehouse Group administers the disposition of government property through donation, reuse, and sales. Berkeley Lab encourages the reuse of property within and among divisions and to other government agencies.

    Who Should Read This Policy

    This policy applies to Berkeley Lab employees and affiliates responsible for determining the status of Laboratory property and equipment no longer needed by any division or the individual user.

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    Warehouse, Materials & Shipping Manager
    Facilities Division

    Title:

    Materials and Property, Excess

    Publication date:

    12/5/2012

    Effective date:

    1/2/2012

    POLICY

    A. Purpose

    This policy provides Lawrence Berkeley National Laboratory (Berkeley Lab) employees with guidance to process excess personal property assets. It also describes the process for the final acquisition of all Department of Energy (DOE) personal property assets.

    B. Persons Affected

    This policy applies to Berkeley Lab employees and affiliates responsible for determining the status of Laboratory property and equipment no longer needed by any division or the individual user.

    C. Exceptions

    Not applicable

    D. Policy Statement

    Per DOE Order 580.1 A., the Laboratory is required to conduct personal property sales for personal excess property. Personal property must be screened for departmental reuse using the Energy Asset Disposal System (EADS). Property is sold after it goes through the excess screening process. Disposition of surplus items can be accomplished by public competitive sales using the sealed-bid method or bid-for-assets Internet sales. Property-numbered assets that are sold are retired from the Asset Management System by the Warehouse Group. Government markings are removed at the time of sale.
    Laboratory employees, with the exception of Property Reuse personnel, can participate in the same competitive sales process (sealed bid  /  bid-for-assets Internet sales) to acquire government personal property as does the general public, provided employees warrant in writing prior to award that they have not directly or indirectly: (1) obtained information not otherwise available to the general public, (2) participated in the determination to dispose of the property, (3) participated in the preparation of the property for sale, or (4) participated in the determination of the method of sale.
    The Property Reuse function also processes scrap metal for sale to an awarded contractor. The process for the sale of scrap metal is included as part of this Facilities procedure.

    E. Sales Procedure

    1. Delivery and Receipt of Excess Materials – Personal Property – Scrap
      1. Facilities Excess Turn-In Center (FETC)
        1. Review property documentation for identification of high-risk property (See LBNL Property Management Procedure – High Risk).
        2. Sign Equipment Movement Tag (EMT) for all DOE property-tagged items.
        3. Retain gold copy for records.
        4. Update custodian and location fields in the Sunflower Database by close of business.
        5. Ensure that no hazardous materials are present.
        6. Determine which items are reusable within the Laboratory.
        7. Review internal reutilization redeployment list prior to screening into EADS.
        8. Process non-reutilized items for EADS screening and/or sales.
    2. Scrap Metal Sales
      1. Facilities Excess Turn-In Center (FETC)
        1. Segregate metals and place in assigned hoppers.
        2. Contact contracted scrap recycler (DC Metals) for pickup when hoppers are full.
        3. Enter tag number and pickup date in log.
        4. Prepare transmittal memorandum.
        5. Make copy of check memorandum for the file.
        6. Send checks, memorandum, and transmittal to the Office of the Chief Financial Officer (OCFO)/Accounting, 971-0150B.
      2. Material Specialist (FETC)
        1. Receive Weigh Master Certificate and check from metals recycler.
        2. Review weight slip for accuracy (cost per pound per metal type).
        3. Ensure that check and sales-receipt dollar numbers match and are calculated correctly.
        4. Prepare transmittal memorandum notification.
        5. Prepare scrap metal revenue transmittal notification for file.
        6. Make a copy of checks, memorandum, and transmittal for file.
        7. Send checks, memorandum, and transmittal to OCFO/Accounting, 971-0150B.
    3. Bid Sales – (FETC)
      1. Sealed Bid Method
        1. Maintain and update list of potential bidders.
        2. Create bid sale notice.
        3. Mail bid sale notice to potential bidders.
        4. Review bids.
        5. Award bid.
        6. Send surplus bid sale agreement for signature
        7. Collect payment.
        8. Document check receipt in Sales Receipt Check Issue Book.
        9. Prepare transmittal memorandum.
        10. Prepare bid sale revenue transmittal notification.
        11. Send check, memorandum, and transmittal to OCFO/Accounting, 971-0150B.
        12. Arrange for pickup or shipping of item(s).
        13. Maintain file for each sale.
        14. Retain disposal form with removed DOE property tag for processing in Sunflower.
        15. Process in Sunflower Database as final event "Bid Lot Sales."
      2. Internet Sales – Bid for Assets – Bid4assets.com
        1. Prepare sales notification.
        2. Determine fair market value based on historic data.
        3. Determine starting bid and length of auction.
        4. Post sale to the Bid4ssets.com Web site.
        5. If feasible, provide pictures of items on posting.
        6. Award bid.
        7. Send surplus bid sale agreement for signature.
        8. Collect payment.
        9. Document check receipt in Sales Receipt Check Issue Book.
        10. Prepare transmittal memorandum.
        11. Prepare bid sale revenue transmittal notification.
        12. Forward check, memorandum, and transmittal to OCFO/Accounting, 971-0150B.
        13. Arrange for pickup or shipping of item(s).
        14. Retain disposal form with removed DOE property tag for processing in Sunflower.
        15. Process in Sunflower Database as "Sold," "Final Event," "Online Sale."
        16. Maintain file for each sale.
      3. Personal Sales to Public
        1. Stage material for public sale in specified areas (furniture, monitors, keyboards, PCs, etc.).
        2. Obtain signature and driver's license number of all non-Berkeley Lab staff visitors to FETC, Building 79.
        3. Do not leave visitors at the FETC unattended.
        4. Utilize the Surplus Property Fixed Price List to determine cost.
        5. Arrange for immediate pickup of material.
        6. Collect payment (check or money order only).
        7. Document transaction in Sales Receipt Check Issue Book.
        8. Prepare bid and scrap sale transmittal memorandum.
        9. Forward check, memorandum, and transmittal to OCFO/Accounting, 971-0150B.
      4. Personal Sales to Laboratory Employee
        1. Obtain employee signature on Certification of Compliance Form.
        2. Laboratory employees must be given the same opportunity to acquire government personal property as is given to the general public, provided employees warrant in writing prior to award that they have not either directly or indirectly:
        3. Obtained information not otherwise available to the general public
        4. Participated in the determination to dispose of the property
        5. Participated in the preparation of the property for sale
        6. Participated in the determination of the method of sale

    F. Roles and Responsibilities

    Role

    Responsibility

    Facilities Division Property Reuse Function

    Conducts sales of Berkeley Lab excess materials that have been authorized for release through the General Services Administration (GSA) acquisition electronic processing. The sale of Berkeley Lab excess material is processed and managed at the Facilities Excess Turn-In Center in Building 79.

    Berkeley Lab Employees

    • Determine what materials or equipment are no longer needed for use
    • Inspect and determine if material and equipment are free of all hazards and hazardous chemicals
    • Place a work request to have the material/equipment picked up by Berkeley Lab Transportation (information needed: location for pickup, detailed list of material and equipment to be picked up, and verification of working condition of equipment: functional, nonfunctional)

    Excess Personnel (FETC)

    • Off-load excess personal property from Berkeley Lab locations delivered by Berkeley Lab Transportation
    • Sign Equipment Movement Tag at time of delivery for all DOE tagged items/equipment
    • Update the Sunflower Database
    • Ensure that no hazardous materials are present
    • Segregate scrap metals for sales to contracted vendor
    • Maintain metal sales documentation
    • Inspect, segregate, and process excess material for bid sales

    Excess Lead (FETC)

    • Responsible for the disposition and sales of all surplus property at Berkeley Lab
    • Determines if asset meets DOE/GSA screening criteria
    • Processes material for sales
    • Reviews sales options (sealed-bid method or bid-for-assets Internet sales)
    • Prepares sealed-bid notices and/or places items on Bid4assets.com auction Web site
    • Notifies successful bidder of award and arranges for pickup or delivery
    • Collects payments, documents receipt, and forwards checks to CFO/Accounting, 971-0150B
    • Maintains auditable records for each transaction

    Facilities Operations Manager

    Oversees property reuse/salvage

    Facilities Reuse Supervisor

    Directly oversees excess/salvage

    G. Definitions/Acronyms

    Term

    Definition

    Bid Sales

    Sales conducted for all other items not covered by the prepriced policy

    Energy Asset Disposal System (EADS)

    A module contained within DOE/GSA

    Excess Property

    Supplies, materials, and equipment no longer required for the needs of the Laboratory

    Online Sales

    Process used to sell excess material(s) online at Bid4assets.com

    Personal Sales (Fixed Price)

    Laboratory-established fixed-priced sales amounts for specific commodities such as furniture, consumer electronics, and monitors

    Scrap Metal Sales

    Sale of segregated metals to an awarded contractor (DC Metals)

    H. Recordkeeping Requirements

    The Berkeley Lab custodian maintains transfer receipts of excess DOE property assets.
    Excess Salvage personnel log transfers of DOE property assets in the Sunflower Property excess database.
    Excess Salvage maintains records of DOE property assets acquisitioned through the EADS system.
    Excess Salvage maintains records of Berkeley Lab bid sales.

    I. Implementing Documents

    Document Number

    Title

    Type

    PROPREUSE-002

    Berkeley Lab Facilities Division Procedure PROPREUSE-002, 

    Personal Property Reuse – Excess Assets Screening

    Procedure

     

    Energy Asset Disposal System (EADS – GSA – ERLE – CFL)

    System

     

    Berkeley Lab Personal Property Policy Manual, Section 10.2, Cleaning, Sanitizing and Destruction of Hard Drives (PUB-3032)

    Procedure

    PROPREUSE-001

    Asset Computer Sanitization Procedure PR-001

    Procedure

    PROPREUSE-003

    Personal Property Sales Procedure PR-003

    Procedure

     

    Sunflower Property Control System

    System

    J. Contact Information

    Warehouse, Materials & Shipping Manager
    Facilities Division

    K. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    0

    L. Chen

    Preparation Brief for wiki (brief)

    All

    Major

    12/5/2012

    1

    L. Chen

    Preparation Brief for wiki (brief)

    All

    Major

    DOCUMENT INFORMATION

    Title:

    Materials and Property, Excess

    Document number

    09.03.003.000

    Revision number

    1

    Publication date:

    12/5/2012

    Effective date:

    1/2/2012

    Next review date:

    1/2/2015

    Policy Area:

    Shipping and Receiving

    RPM Section (home)

    Facilities Management

    RPM Section (cross-reference)

    none

    Functional Division

    Facilities

    Prior reference information (optional)

     

    Source Requirements Documents

    Implementing Documents

    Document Number

    Title

    Type

    PROPREUSE-002

    Berkeley Lab Facilities Division Procedure PROPREUSE-002,
    Personal Property Reuse – Excess Assets Screening

    Procedure

     

    Energy Asset Disposal System (EADS – GSA – ERLE – CFL)

    System

     

    Berkeley Lab Personal Property Policy Manual, Section 10.2, Cleaning, Sanitizing and Destruction of Hard Drives (PUB-3032)

    Procedure

    PROPREUSE-001

    Asset Computer Sanitization Procedure PR-001

    Procedure

    PROPREUSE-003

    Personal Property Sales Procedure PR-003

    Procedure

     

    Sunflower Property Control System

    System

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