INTRODUCTION

Assets that are damaged, obsolete, surplus, no longer required, will be sold only with the approval of the ………………………………………………………………………. (State Officers name). For the sake of this policy, Assets will be deemed to include vehicles, computers, printers, typewriters, photocopiers, generators and other equipment.

The method of disposal, depending on the value, shall be decided upon by the tender committee and approved by the ………………………………………………………………………………. (State Officers name)

The approved methods shall be by:

  1. Sale by tender
  2. Donation
  3. Destruction
  4. Auction

 

DISPOSAL PROCEDURE

  1. There will be an ad hoc Disposal Survey Committee (DSC) established by the Central Tender Committee (CTC), once a year or when the need arises. The secretary to this committee will be the Procurement Officer………………………………………………………………….. (organisations discretion).
  2. The recommendation of the DSC will be forwarded to the CTC for evaluation and approval
  3. Where the sale by tender is approved by the CTC the following procedure will be adopted:
  1. All sale of assets will only be done through competitive and open tender
  2. The base or reserve price will be established prior to the advertisement for sale
  3. In setting the reserve price for vehicles, an evaluation must be obtained from the registered Motor vehicle association where one exists.
  4. Staff interested in purchasing any of the items either is required to bid and compete with other bidders without any preferential treatment or simply not authorised to bid.
  1. In setting the base price for items, the Technical Managers will use their expertise or seek external assistance to give a fair recommendation. The Administration Manager will be involved in determining the base prices for other office assets.
  2. All invited tenders must be returned in sealed envelopes to a central tender box. The box will be securely locked. Two separate entities (Discretionary) within the organisation with hold a key each. Tenders will be opened in the presence of at-least three (discretionary) CTC members.
  3. Any tender equal to or higher than the asset reserve price will be considered for awarding. In case two or more bidders offer the same price, they will be advised of the same and that the asset will be sold on a first come first serve basis.
  4. All payments must be strictly by banker's cheque (based on organisational policy). No asset should be released or the transfer executed until full payment is made
  5. In cases where there is no bid, the organisation may consider selling to the highest bidder or re-advertising with authorization from the Management.
  6. Where the purchaser does not make full settlement within two weeks, the sale agreement is nullified and an offer made to the second highest bidder. All changes must be approved by the CTC and subsequently or the appropriate authority.
  7. All sale agreements for assets sold to staff should include a clause prohibiting re-sale of the asset for specified period (discretionary) this is to discourage collusion and mal-practice.

All assets must be collected immediately they are paid for in full

 

EXCEPTIONS TO THE POLICY:

In case of emergencies where relief supplies or items are needed immediately for response and a decision must be made in matter of hours/days, the procedures may not be adopted wholesomely. However, a written justification must be provided and approval sought from a member of the management team in circumstances where fewer bids are received. 

 

Prepared By: Verified By: Approved By: