It is required by law that we only purchase new equipment unless it is deemed beneficial to the State to purchase Used Equipment. The department is ultimately responsible for warranting that the purchase meets the requirements of the exception.
Trade Ins – It is unlawful to sale or dispose of State property except through the Surplus Property program or through a trade-in on the purchase of new like equipment. All trade-ins require the Surplus Property Manager’s prior approval.
The department must –
· Obtain the following information from the vendor on vendor’s letterhead:
- Complete description of unit or system
- Year equipment was manufactured
- If equipment is Used, Reconditioned, or Demo
- Present condition (Fair, good or excellent, the department is responsible for verifying condition)
- Price if purchased new
- Current selling price
- Guaranties or warranty information (if covered and how long)
· Complete the Used Equipment form
· Enter on-line REQ in system
· Process per standard purchasing procedures
Trade-Ins – Department Continued
· Perform cost analysis to justify trade-in
· Obtain prior approval from the Surplus Property Manager via e-mail, including the following information:
- Complete description of unit or system
- Model #, Serial # and PR #
- Condition and age
- Room location
· If approved, enter on-line REQ in System
· Fax vendor letterhead, Used Equipment form, cost analysis and Surplus Manager’s approval e-mail to the Buyer, referencing the REQ number
· Process per standard purchasing procedures
Purchasing will process