(A) The head of any using agency may declare supplies or equipment held by such department surplus. Such declaration shall be in writing and the written declaration shall be delivered to the purchasing officer who shall maintain a written inventory for circulation to, and review by each using agency. If any using agency has use of such property, the using agency may request reassignment of such property from the purchasing agent. The purchasing agent shall have the authority to assign the property to the using agency best able to make use of such property. If no using agency makes a request for use of such property after the inventory has been circulated once, the property shall be deemed surplus.
(B) The purchasing officer shall have the authority to exchange for or trade in on new supplies or equipment all supplies or equipment which have been deemed surplus.
(C) The purchasing officer shall have the authority to dispose of surplus property or equipment by auction or sale or otherwise after receiving bids or proposals which, in his judgement, provide the best return to the city.
(1) Sale on the open market. The purchasing officer shall cause to be published at least seven calendar days before the sale, in a locally adjudicated newspaper, a notice of sale setting forth a general description of the property to be sold, the day, time and location of the sale. The terms of all such sales shall be cash in the amount of the full purchase price.
(2) Sale by sealed bid or auction. As an alternative to the sale on the open market, the purchasing officer may, when in his judgement it is in the best interest of the town, sell surplus property by means of sealed bid or public auction. In the case of sale by sealed bid or public auction, the purchasing officer shall cause to be published at least seven calendar days before the sale, in a locally adjudicated newspaper, a notice setting forth a general description of the property to be sold, the day, time and location of the sale. The terms of all such sales shall be cash in the amount of the full purchase price. In conducting an auction, the purchasing officer may contract with a professional auctioneer and allow a flat fee, hourly fee or percentage of the amount of the sale to be paid based upon that which is common and customary method and rate for such auctioneering services.
(3) The purchasing officer may, when in his or her judgement sale or auction of surplus property is infeasible or will result in minimal return to the town, recommend to the Town Council that such surplus property be donated to any non-profit corporation or school located within or serving the town, any other Rhode Island communities, or sold to town employees at fair market value. Such surplus property shall only be donated or sold upon approval of the Town Council.
(Ord. passed 9-19-05)