February 2, 2000

December 18, 2007

# 00-027

#07-247

“Fixed Asset” - is defined by Tompkins County Administrative Policy 06-13.

“Reuse” - means to use a product more than once. An item may be reused for its originally intended purpose or creatively reused to fulfill a new function.

“Surplus Computer Equipment” - is defined as reusable electronic equipment, that has no projected use within the originating department. Surplus computer equipment includes, but is not limited to, central processing units (CPU), laptops, printing devices, monitors, network equipment, telecommunications equipment, and peripheral devices. Computer equipment being traded-in to offset the cost of the purchase of replacement equipment is not considered to be surplus equipment for the purposes of this policy.

“Surplus Equipment” - is defined as reusable equipment, that has no projected use within the originating department. Equipment being traded-in to offset the cost of the purchase of replacement equipment is not considered to be surplus equipment for the purposes of this policy. Equipment that is excluded from this definition includes, medical supplies, firearms, other Federally, State, or locally regulated items, or other equipment as designated by the County Administrator.

Procedure:
It shall be the responsibility of county departments, with the assistance of the Division of Purchasing, the Information Technology Services Department (ITS), the Facilities Division, and the Solid Waste Management Division (TCSWMD), to pursue reuse options for surplus equipment first, followed by recycling alternatives, before ultimate disposal.

When a department possesses surplus equipment or surplus computer equipment, the following hierarchy of procedures shall be implemented. If a department possesses surplus computer equipment, the department must notify ITS or departmental computer support personnel. Any fixed asset item that is defined as surplus equipment must be reported to the Division of Purchasing in writing. County departments are not authorized to distribute surplus equipment or surplus computer equipment to private individuals, County employees, or private organizations without following the procedures outlined in this policy.

A. Internal Reuse
Prior to seeking external reuse, recycling or disposal alternatives, Tompkins County Departments or Program Director will investigate opportunities for redistribution of surplus equipment and surplus computer equipment to other County departments. A County department may choose to sell or offer free of charge such equipment to other County departments. As necessary, the Purchasing Division can determine a fair market value for surplus equipment and ITS can determine a fair market value for surplus computer equipment.

If requested, the Purchasing Division will coordinate with County departments to facilitate internal reuse efforts for surplus equipment.

If a department possesses surplus computer equipment, ITS will facilitate the potential internal reuse of these items based on current technology standards and departmental needs. ITS will assist in defining conditions of exchange between county departments if applicable.

Original or historic furniture purchased for the Tompkins County Courthouse can be transferred between departments, but the Clerk of the Legislature must be notified so the location of these items is documented. These items are not surplus equipment and will not be removed from county possession unless deemed unusable by the Clerk of the Legislature.

If no internal reuse opportunity is identified for surplus equipment or surplus computer equipment, a County department is then responsible to pursue external reuse options as defined below.

B. External Reuse
Prior to seeking recycling or disposal alternatives, departments will be required to evaluate opportunities for external reuse, that maximizes the financial return to the department.

ITS will provide standards, written instructions, and coordination with all County departments to ensure that all data or software specific to, or the property of, Tompkins County is removed from surplus computer equipment prior to external reuse or recycling. No surplus computer equipment will be released for any external reuse prior to the completion of this process.

Auction
Eligible surplus equipment may be included in an auction to be coordinated by the Purchasing Division. Departments are responsible for the transport of their surplus equipment to the auction site. Proceeds from the auction will be allocated to the department.

Sell
A County department may choose to sell surplus equipment, as coordinated by the Purchasing Division or surplus computer equipment as coordinated by ITS. A fair market value range for surplus equipment will be established by the Purchasing Division and a fair market value range for surplus computer equipment will be established by ITS. If the fair market value is not received, approval of the sale must be given by the County Administrator in order for a sale to occur. Proceeds from the sale will be allocated to the department.

Donate
A County department may choose to donate eligible surplus equipment or surplus computer equipment for external reuse through a 501(c)(3) non-profit, a Tompkins County local government agency, or another reuse program as defined by TCSWMD.

If no internal or external reuse opportunity is identified for surplus equipment or surplus computer equipment, a County department is then responsible to pursue recycling options as described below.

C. Recycling
Prior to seeking disposal alternatives, departments will be required to evaluate opportunities for recycling.

Whenever possible and in compliance with the Federal, State, and local laws, all surplus equipment and surplus computer equipment that cannot be reused must be recycled through a program as defined by TCSWMD.

If no internal reuse, external reuse, or recycling opportunity is identified for surplus equipment, a County department is then responsible to pursue disposal options as described below.

D. Disposal
Surplus equipment (not to include surplus computer equipment) that cannot be reused or recycled may be disposed of in compliance with federal, state and local laws. Each County department will be responsible for the disposal of these items and may coordinate with the Facilities Division for their removal.