05-12-26 City Council Workshop Packet

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42 | Page Approval Authority The following chart details the approvals required, depending upon the type of property and method of disposition. Property type Method of deposition Estimated Value Approval Needed Notes Eligible surplus equipment Donation Less than $10,000 City manager the City Manager may sell it either upon quotation or in the open market, in the discretion of the City Manager. If the surplus property is sold based upon quotation, the City Manager shall obtain, so far as practicable, at least two quotations which shall be kept on file for a period of at least one year after their receipt. $10,000 or more City council If Surplus property is estimated to exceed $25,000 but not to exceed the State Statute, the City Manager may sell the property upon sealed bids or by direct negotiation, by obtaining two or more quotations for the sale when possible. All quotations obtained shall be kept on file for a period of at least one year after their receipt. Other method See “Other surplus property” below See “Other surplus property” below Other surplus property Sale to government entity for value Less than $100,000 City manager or delegate $100,000 or more City council Transfer to government entity for less than its value Any value City council Sale to private entities or persons by other sale methods (bids, quotes, negotiated sale, auction)1 Less than $25,000 Nominal or no value IT manager or public works director $25,000-$50,000 City manager $50,000 or more City council 1 Sales by bids, quotes or negotiated sales are by the ordinary contracting process. Sales by auction are addressed below. City employees are prohibited from purchasing any surplus property; except that a city employee may purchase surplus city property sold at public auction or by sealed bids so long as the employee was not directly involved in the auction or sale process. 2 The trade-in is a requirement in the purchase agreement for the new equipment. The method used to purchase and the authority to approve the purchase is determined by the estimated cost of the new equipment. 3 Recycling is preferred over disposal in landfills; hazardous materials must be disposed of as required by law. 3 Destruction may be appropriate if necessary, to protect the security of electronic data, or where the cost of securing the data exceeds the property’s estimated value. Disposal as waste or recycling may be used where the costs of selling the property exceed the property’s estimated value.