hob policies disposal of assets

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CONDEMNATION ANDDISPOSAL OF ASSETS

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Policy and Procedures for the Condemnation/ Disposal of Assets

Subject: Condemnation/ Disposal of Assets

Date of implementation: 12 February 2004

Date of review: 1 February 2006

Person responsible for Policy Director of Estates (Shared Servicesimplementation and review: Agency)

Policy location: Trust Intranet Site/ ’S’ Drive

1.0 Introduction

It is important we have in place a clear policy, procedures and records for the control of assets, whichare to be disposed of by sale, donation, surplus/ waste, or by transfer to another department. TheShared Services Agency Estates & Facilities Directorate have therefore developed this policy for

implementation across all four Birmingham Primary Care Trusts.

The policy is aimed at all staff, in particular Directorate Managers, Budget Holders and SeniorManagers who have authority for asset(s), and has been written on the basis that the levels of authorityare in line with the Trust’s Financial “Authority Card” thresholds and is designed to compliment theTrust’s Standing Financial Instructions and Standing Orders.

It is divided into sections, each being related to specific departments, which identifies theresponsibilities each have when disposing of assets. The sections are:

• Senior Departmental Managers, Budget Holders Responsibilities

• Estates & Facilities Department Responsibilities

• Operational Estates Department

• Procurement Department Responsibilities

• IT Department

• Finance Department Responsibilities

The policy also differentiates between Inventory Assets and Capital Assets together with theresponsibilities that go along with each category of Asset.

A list of useful names and contact numbers that might aid staff in implementing this policy is included

at Appendix 14.




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2.0 Aim

To set in place clear processes and procedures which can be understood and followed by all Trust staff.

3.0 Objectives

3.1 To ensure asset holders maintain and update inventories of all assets within their Departments.

3.2 To identify equipment that is surplus to requirements.

3.3 To avoid retaining surplus equipment.

3.4 To maximise income to the Trust.

3.5 To discharge the Trust’s duty to optimise the use of assets.

3.6 To make Senior Managers, Directorate Managers and Budget Holders aware of the financial impacton budgets if Assets with “live” net values are disposed of.

4.0 Definitions

ASSET Is a generic term which can mean any type of Fixed and Unfixedequipment such as desks, tables, chairs, filing cabinets, officetype furniture, medical devices, vehicles, IT equipment etc.

CAPITAL ASSET Any fixed or unfixed asset with a value of £5,000.00 inclusive of VAT and is recorded on Capital Asset Register.

IN VENTORY ASSET Any unfixed asset with a value of less than £5,000.00 inclusiveof VAT and is not recorded on the Capital Asset Register butshould be recorded on the Departmental Managers Inventorylists/ register.

NET BOOK VALUE The Capital Assets value, which is on the Capital Asset Database

UNFIXED ASSET An asset that is not physically attached/ secured to a building.

FIXED ASSET Can be either land, buildings, engineering plant and equipment

and fittings, which are fixed in place.

DEPARTMENTAL MANAGER Referred to in this Policy can be either a Senior Managers LineManager or Head of Department/ Section Team

SENIOR MANAGER/ Can be a person within the department who is either aBUDGET H OLDER Budget Holder or Manager that has authority to purchase

equipment in accordance with authorised “Authority Card”threshold.

DEPARTMENTAL DIRECTOR Overall Head of Department.




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5.0 General Principles

5.1 The disposal of surplus equipment and consumable stock is subject to the requirements of Trust’s

Standing Financial Instructions and Standing Orders. (This policy is to be read in conjunction withthe Trust’s Standing Orders and SFI’s).

5.2 The details contained within this policy may also require references to: the Consumer ProtectionAct 1987 the Trade Description Actions 1968 and 1972, Section 3 and 6 of the Health and Safetyat Work Act 1974, Medical Devices Guideline and the Electrical Equipment (Safety) Regulations1994. Note, this list is not exhaustive but indicates the areas which Budget Holders, Managers willneed to consider in some instances.

5.3 Accurate registers of all Capital Assets, including land, buildings, vehicles, furniture and equipmentetc, must be kept for security reasons, and to ensure that the correct level of Capital Charges are

calculated on each of the Assets. The Estates and Facilities Department have the responsibility of maintaining the up-to-date Capital Asset Register for all four Primary Care Trusts. (See 4.0 fordescription of a Capital Asset). The Estates and Facilities Department are also responsible forensuring that the annual validation exercise is undertaken in order to ensure movements arecaptured. Copy of the current Capital Asset Register is available to each Budget Holder.

5.4 As stated in the Trust’s SFI’s, it is the responsibility of each Departmental Manager to keep aregister/ inventory of furniture and equipment within their department that is less than £5,000.00(inc. VAT) i.e. all assets not included on the Capital Asset Register. Any changes should beundertaken in accordance with this policy. For example, if a piece of furniture is transferred fromone service area to another, it should be taken off the list of the original department and added to

the list of the new one. Any items disposed of should be similarly recorded. All items recorded onthis Register will be known for the purposes of this document as Inventory Assets.

5.5 It is the responsibility of each Departmental Manager to keep a record of all consumable stock heldin their department or associated managed areas.

5.6 This policy will cover most types of equipment. However, it must be accepted that for specialistequipment, such as medical equipment, IT hardware and refrigerators, where safety and dataprotection factors must be considered when disposing of such items, special arrangements will bemade but the basic principals of the disposal process will be as detailed in this Policy.

5.7 These procedures are to be followed by all Senior Managers, Departmental Managers and BudgetHolders with responsibility for the provision and disposal of assets in line with the “AuthorityCard” thresholds, and should also be brought to the attention of all subordinate staff forinformation.

5.8 To give full consideration to the nature and use, or potential use to which the item may be put andif it is in the best interest of the PCT, to make the item available for purchase. For example, allvehicle disposals need to be considered fully, ie. is the vehicle to be sold for further use or as“scrap only”. Where a vehicle is sold for scrap only it must be made clear to the purchaser, asshould the fact that the vehicle registration papers will be forwarded to the National VehicleLicensing Centre, for de-registration.




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5.9 The Policy outlines a procedure that can be clearly audited. It also allows a central record of allCapital Assets disposals, which is to be kept by the Estates and Facilities Department. And localrecords of transfers and disposals should also be kept for all non-capital Inventory Assets – bySenior Managers, Departmental Managers this being in accordance with the S.F.I’s.

5.10 This policy is designed to highlight to Departmental Managers/ Budget Holders the importance of the procedure so as to avoid incurring any financial penalties within their respective budgets if Capital Assets that still have an associated Net Book Value, are disposed of.

6.0 Senior Managers/ Departmental Managers/ Budget Holders - Procedures forthe Disposal of Surplus/ Obsolete/ Condemned Equipment – InventoryAssets

A flow chart that will aid you with this procedure is included at Appendix 1.

6.1 Items for Disposal (or Storage) and Transfer

6.1.1 If the assets are Inventory Assets the Departmental Manager will need to estimate the valueof the asset and include this on the Authorisation schedule. The total value of assets that areto be disposed of is then used to establish the level of authority required to approve thedisposal.

6.1.2 Electrical equipment identified for possible sale must be inspected by the EstatesDepartment before removal from the department (contact the Estates Help Desk).

6.1.3 Any article used for invasive, analytical or diagnostics procedures that come into contactwith blood, body fluid or other pathological specimens will require decontamination prior tosale. (See Decontamination of Medical Devices Policy).

Note: Estates and Facilities will only remove items that bear a decontamination certificatecompleted in full.

6.1.4 Once the Senior Manager is satisfied that the equipment is still surplus to requirements andany financial implications can be met, the Schedule of Equipment is to be sent to theDepartmental Director, depending on the level of authorisation required, using theappropriate memorandum (See Appendix 7 ).

6.1.5 The memorandum will then be authorised and sent to the respective PCT Finance Directorfor approval then onto Procurement for disposal using the most appropriate method.

6.1.6 Where equipment is to be stored, the Departmental Manager will need to consider whetherthere is any storage space with the Primary Care Trust to house the surplus equipment. If not, the Estates and Facilities Department can arrange this but any associated costs will bethe responsibility of the relinquishing Department.

6.1.7 Where equipment is to be transferred the Departmental Manager will need to ensure thesurplus equipment is removed from their Inventory and put on the receiving owners.

6.1.8 Contact the Estates and Facilities Help Desk to request removal/ transfer. Any costsassociated with this will be notified to the respective Departmental Manager.




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6.2 Items for Repair6.2.1 Please ring the Estates and Facilities Help Desk giving the assets number, description and its

location, a job number will be give to the caller.

6.2.2 The item will be collected by Maintenance Staff or representative and returned to the

Department after repair.

6.2.3 The Maintenance Department will inform the Departmental Manager if any item iscondemned as being unsafe or beyond economical repair, and will arrange for its disposal(using the specified procedure).

6.2.4 The Departmental Manager is responsible for recording any changes in the Capital AssetRegister or Department Inventory Register, as appropriate, or following this Policy by eitherusing the Standard Proformas attached or using CC 600 form (see Appendix 9) if they areCapital Assets.

6.3 Initial Advertising (Internal) for Transfer/ Disposal of Inventory Assets6.3.1 A list of items for sale/ transfer will be advertised internally in the PCT Newsletters and/ orthe Intranet each month or when necessary. This will be advertised by ProcurementDepartment on HOT topics page. Initial expressions of interest are to be lodged with Headof Procurement, Dave Lewis. Priority will be given if it for PCT use.

6.3.2 Bids for purchase/ transfer of items should be made by a PCT or individual on the “RequestFor Quotation for Disposal/ Sale of Surplus Equipment” form ( Appendix 8). ProcurementDepartment will issue to all interested parties the appropriate form with items listed andspecifying quotation return date. This will also have a unique Procurement Quote ReferenceNumber.

6.3.3 When a Manager/ Department/ Individual has decided to make an offer, then is to besubmitted by the expected highest bidder to be executed by deadline date/ time by which anyoffers must be received. Also offers submitted by perspective purchasers/ transferees mustbe in a sealed envelope and clearly marked – Formal Bid – quoting closing date. It isexpected that he highest bid would be accepted.

6.3.4 The Procurement Department collects all bids and all quotations with outcome recorded onfile, these will be retained and filed within the Procurement Department and a copy of thequotations received can be sent to the Relinquishing Department (if requested).

6.3.5 Procurement Department issues acceptance and rejection letters. Acceptance letter (example Appendix 10) is also Acknowledges the Order. A copy of the successful bid will be sent toEileen Dempsey (Finance Department), Ron Meadows (Estates Information Officer) andthe relevant Department Manager. Payment by successful bidder should be upfront. TheRelinquishing Department to arrange for an Invoice Request to be sent to Eileen Dempseyin the Finance Department.

6.3.6 If there is no internal demand for transfer/ purchase of items external advertising can beused.

6.4 Follow-up Advertising (External) for Disposal of Inventory Assets

6.4.1 If the above procedure is not successful the Procurement Department will consideradvertising externally via local press etc or by auction options to be determined at the timeof disposal.




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6.4.2 Note: The Relinquishing Manager/ Department will be responsible for covering the costs of the external advertising, Procurement Department will notify the Manager/ Department of the costs.

6.5 After Sale Arranged

6.5.1 6.5.1.1 Purchaser contacts Relinquishing Department or Estates and Facilities Departmentto arrange collection, on production of official receipt for purchase.Note: Goods can only be collected after cheques have cleared (3 days) or cash hasbeen paid.

6.5.1.2 Relinquishing Department / Estates and Facilities Department releases items andenters receipt numbers and sale proceeds in Disposal file.

6.5.2 Relinquishing Manager - Departmental Manager to ensure assets have been taken off theInventory Register and updated.

6.5.3 Purchasing/ Transferring Manager (if applicable) - The new owner of the asset is toensure that the asset is included in their Inventory Asset Register.

7.0 Senior Managers/ Departmental Managers/ Budget Holders - Procedures forDisposal of Surplus (Obsolete) Condemned E quipment – Capital Assets

A flow chart that will aid you with this procedure is included at Appendix 1.

7.1 It is the responsibility of each Senior Managers/ Budget Holders to identify items that are surplusto requirements within their department. If assets are identified as being surplus and no longerrequired for use within the Department, a schedule of all items that are deemed to be surplus is to

be sent to the Senior Manager’s Department Manager using the appropriate memorandum. (See Appendix 6 )

7.2 It is Departmental Managers responsibility to establish whether the surplus equipment is eitherlisted on their Capital Asset Register or on their own Departmental Inventory Register.

7.3 If the equipment is on the Capital Asset Register it is the Departmental Managers’ responsibility tocontact the Estates Information Officer to find out whether there is a current Net Book Valueattached to their surplus Asset or alternatively if the Asset is fully depreciated.

7.4 The Departmental Manager will then need to include the details relating to the Net Book Value on

the Authorisation schedule.

7.5 Once the Departmental Manager (Relinquishing) has completed the Schedule of SurplusEquipment on Appendix 7 . If one or more of the Assets are Capital (ie. over £5,000.00 inc.VAT) appropriate approvals are obtained from the Director and PCT Finance Director. Thecompleted form is then sent to the Deputy Director of Estates (Operational) together with thecompleted CC600 ( Appendix 9).

7.6 Departmental Managers to request a CC600 form from the Estates Information Officer andcomplete where appropriate sections 1-5. The Departmental Manager keeps the top copy and theremaining copies sent to the Estates Information Officer for actioning.




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8.0 Estates and Facilities - Procedures for Disposal of Surplus/ Obsolete/ Condemned Equipment – Capital Assets

A flow chart that will aid you with this procedure is included at Append ices 2 and 3 .

8.1 There may be local arrangements implemented throughout the PCT’s for disposal and storage of equipment rather than having one central storage facility, however the management of this processneeds to be carefully considered so that assets are not stored in outlying storage facilities which areleft to stock pile. The Estates & Facilities Department will keep a central register identifyingstored assets. Assets stored will normally fall into three categories:-

• Incoming - For items removed from a Department and awaiting relocation to anotherdepartment or disposal.

• Outgoing - For items not required for use within the PCTs, awaiting disposal for sale or scrap.

• Storage - Items labelled for storage for a maximum of six months. The Estates and FacilitiesDepartment will review items in this area monthly.

8.2 Procedure for Disposal of Capital Assets8.2.1 The Deputy Director of Estates (Operational) will act as the facilitator within the Estates

and Facilities Department in dealing with requests for the disposal of Capital Assets.

8.2.2 The Deputy Director of Estates (Operational) receives requests from either the Chief Executive Directors or Departmental Managers ( Appendix 7 and CC 600 form Appendix

9) to remove item(s) of equipment that have been declared surplus after they have checkedwith the Estates Information Department to consider if there is any Loss on Disposal(LOD) implications if the replacement value is reasonably expected to exceed £5,000.00 orthe equipment’s Net Book Value which is currently on the Capital Asset Register.

8.2.3 PCT’s Director of Finance notes and authorises any LOD/ Capital Asset Registerimplications and returns the memorandum (Appendix 7) to the Procurement Departmentwith a copy to the Deputy Director of Estates (Operational) for information.

8.2.4 If the PCT has no storage facilities for the surplus assets the Facilities Department canarrange for the removal of the item and transfer it to the designated storage area, if there is acost implication for this the relinquishing Manager will be advised.

8.2.5 Facilities will then arrange to leave receipt with responsible (relinquishing) person confirmingcollection.

8.2.6 Facilities will periodically circulate a list of all items in the designated storage area to Headsof Departments; inviting requests for re-use within Hospitals/ Health Centres etc via theIntranet. The contents of the designated storage area will be inspected periodically byDeputy Director of Estates (Operational) or his/ her nominated representative and theappointed PCT Condemning Officer(s) who will decide whether to scarp or sell theremaining items.

8.2.7 The Estates Information Officer will then check the CC600 form ( Appendix 9) to see if allnecessary sections on the form have been completed. If not, relinquishing manager will becontacted direct.

8.2.8 Where assets are identified as scrap by the PCT Condemning Officer the FacilitiesDepartment will arrange for the assets to be disposed of in the appropriate way either by




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skip or removal company , this will then be recorded on the disposal memorandum by theDeputy Director of Estates (Operational). (See Appendix 11 & 12)

8.3 Initial Advertising for Transfer/ Disposal of Capital Assets8.3.1 A list of items for sale/ transfer will be advertised internally in the Trust’s Newsletters and/ or

the Intranet each month or when necessary. This will be advertised by ProcurementDepartment on HOT topics page. Initial expressions of interest are to be lodged with Headof Procurement, Dave Lewis. Priority will be given if it for PCT use.

8.3.2 Bids for purchase/ transfer of items should be made by a PCT or individual on the “RequestFor Quotation for Disposal/ Sale of Surplus Equipment” form ( Appendix 8). ProcurementDepartment will issue to all interested parties the appropriate form with items listed andspecifying quotation return date. This will also have a unique Procurement Quote ReferenceNumber.

8.3.3 When a Manager / Department / Individual has decided to make an offer, then is to be

submitted by the expected highest bidder to be executed by deadline date/ time by which anyoffers must be received. Also offers submitted by perspective purchasers/ transferees mustbe in a sealed envelope and clearly marked – Formal Bid – quoting closing date. It isexpected that he highest bid would be accepted.

8.3.4 The Procurement Department collects all bids and all quotations with outcome recorded onfile, these will be retained and filed within the Procurement Department and a copy of thequotations received can be sent to the Relinquishing Department (if requested).

8.3.5 Procurement Department issues acceptance and rejection letters. Acceptance letter (example Appendix 10) is also Acknowledges the Order. A copy of the successful bid will be sent to

Eileen Dempsey (Finance Department), Ron Meadows (Estates Information Officer) andthe relevant Department Manager. Payment by successful bidder should be upfront. TheRelinquishing Department to arrange for an Invoice Request to be sent to Eileen Dempseyin the Finance Department.

8.3.5 If there is no internal demand for transfer/ purchase of items external advertising can beused.

8.4 Follow-up Advertising (External) of Capital Assets8.4.1 If the above procedure is not successful the Procurement Department will consider

advertising externally via local press etc or by auction options to be determined at the time

of disposal.

8.4.2 Note: The Relinquishing Manager/ Department will be responsible for covering the costs of the external advertising, Procurement Department will notify the Manager/ Department of the costs.

8.5 After Sale Arranged8.5.1 Purchaser contacts Estates and Facilities Department to arrange collection, on production

of official receipt for purchase.

Note: Goods can only be collected after cheques have cleared (3 days) or cash has been

paid.

8.5.2 Estates and Facilities Department releases items and enters receipt numbers in Disposal file.




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9.1.3 Estates Department Help Desk arranges for the asset to be transferred, if surplus to

requirements and awaiting disposal/ sale.

9.2 Repairable Items

Estates Maintenance Department Staff carry out repairs and return items to Department/ area, or

9.3 Irrepairable Items9.3.1 Estates Maintenance Department Staff inform Head of Department that the item is beyond

repair, complete form for the Responsible Officer and attach form to item.

9.3.2 Estates Maintenance Department Staff make item safe for disposal.

9.3.3 Estates Maintenance Department Staff liase with the Facilities Department Manager toarrange disposal of item.

Note:• It is the responsibility of the Departmental Manager to which the item belongs

to arrange for the necessary adjustments whether the item is “Inventory” or“Capital” by nature.

• Estates & Facilities will pass on any costs arising from the disposal/ storage of any equipment to the relinquishing Manager/ Department

10.0 Procurement Department – Procedure for Disposal of Surplus/ Obsolete/ Condemned Equipment

10.1 Upon receipt of a duly authorised Request for Disposal Form, the Procurement Departmentwill check to ensure all the information is needed has been provided and whereappropriate, the necessary technical advice has been sought.

10.2 Consider and prepared recommendations in accordance with Standing FinancialInstructions, Standing Orders and NHS Conditions of Contract, for discussion with theofficer requesting disposal.

10.2.1 Is it economical to proceed with formal disposal action?10.2.2 What is the most appropriate level for disposal action?10.2.3 Sales to staff.10.2.4 Circulate details to other local NHS Trusts/ PCTs.10.2.5 Circulate via NHS Procurement, electronic mail network to all NHS units.10.2.6 Advertise via Aspels* Gazette, to public bodies/ Apsels subscribers.10.2.7 Advertise via local or national papers or magazines.10.2.8 Invite formal bids from known or potentially interested individuals or organisations.10.2.9 Sale by Auction.

10.3 Agree the action and a realistic “time plan” for activities with the Deputy Director of Estates(Operational) and Relinquishing Departmental Manager.

* Aspels: A monthly publication published by Aspels Publishing, advertising items that are Obsolete, Surplus or

Redundant , with the public sector. NHS Purchasing & Procurement Department (a major market influence, uses this

publication widely to advertise goods for sale and purchase items for its customers). The publication also has a section

covering private sector goods and services, as well as potential buyers of surplus items.




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10.4 Undertake the agreed action (see Sale Contract Documents), in accordance with the timeplan agreed.

10.5 After closing date for receipt of offers:

10.5.1 The Procurement Department open and summarise offers for discussion with theDeputy Director of Estates (Operational) and Departmental Manager.

10.5.2 The Procurement Department and Relinquishing Department Manager meet withDeputy Director of Estates (Operational), where applicable, to discuss offers, awarebusiness or if no offers received, agree next steps, consider the viability of furtheraction.

10.6 Next Steps

10.6.1 The Procurement Department issue a letter to the successful contractor (See Appendix

10), copy of letter to Director of Finance, Departmental Manager and Deputy Director of Estates (Operational)

10.6.2 Commence further action as agreed with user

10.7 The Procurement Department make follow up contact with the DepartmentalManager/ Facilities Manager to ensure collection was made and confirm user was satisfied withthe service provided, noting any learning points.

10.7.1 Procurement informs the Deputy Director of Estates (Operational) that a sale has beenarranged**

10.7.2 purchasing inform the Deputy Director of Estates (Operational)

** Note: If no bids for sale are notified by the end of eight weeks, alternative methods of disposal will be arranged.

11.0 IT Department – Procedure for Disposal of Surplus/ Obsolete/ CondemnedEquipment

If a Relinquishing Senior/ Departmental Manager has identified IT Hardware as being surplus torequirements, the Manager should first contact the Trust’s Head of IM&T to seek their approval for

the proposed disposal. Once approval has been given, they should then follow the procedure currentlydetailed on the Intranet under the IT Directorate page headed “Procedure for Disposal of Decommissioned Equipment”. A copy of the current version (Version 1 – June 2003) of the DisposalProcedure is included at Appendix 5. Please check the Intranet to see if the Procedure has beenupdated.

12.0 Finance Department (Cashier) – Procedure for Disposal of Surplus/ Obsolete/ Condemned Equipment

12.1 Finance Department receives notification of successful bidders via a copy of Appendix 10 fromProcurement, and to await payment.




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12.2 Cashier receives payment, records disposal number and issues official receipt to the purchaser, tobe presented on collection of goods. Purchaser advised that, for payment by cheque, 3 days isrequired to ensured cheque clearance. Receipt to be annotated accordingly.

12.3 Finance Department to notify the Departmental Manager/ Deputy Director of Estates

(Operational) and Procurement Manager that payment has been received and notification of receipt numbers. This is to be done by using the standard Proforma as shown in Appendix 13.

13.0 Training

No specific training is required, but managers should be aware of the requirements of the Trust’sStanding Orders and Standing Financial Instructions.

14.0 Audit

Compliance with this policy will be monitored by the Director of Estates for Shared Services.

15.0 Financial Implications

Financial costs could be incurred if this policy is not followed and equipment is disposed of unnecessarily or inappropriately.

16.0 References and Further Reading

• Trust Standing Orders

• Trust Standing Financial Instructions

•

The Consumer Protection Act 1987• The Trade Description Actions 1968 and 1972

• Section 3 and 6 of the Health and Safety at Work Act 1974

• Medical Devices Guideline and the Electrical Equipment (Safety) Regulations 1994.

• Capital Asset Register

• Guidance on the Sale, Transfer and ownership and Disposal of Used Medical Devices

• NHS Conditions of Contract for the Sale of Scrap

• NHS Conditions of Contract for the Sale of Goods.




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APPE NDIX 1

PROCEDURE FOR DISPOSALS/ STORAGE/ REPAIRS

- DEPARTMENTAL MANAGERS RESPONSIBILITY (1)

Is theitembroken?

HelpDesk

Attachmaintenance

docket toitem

Is itemrepairable

?

Repairedand

returnedto service

N ote: Contaminated items mustbe decontaminated prior tocollection – see separate policy

Is the itemsurplus?

MaintenanceDepartment to liase

with DepartmentManager to confirm

disposal

Is the item onCapital AssetRegister orDepartment

Inventory?

Check with

Estates info

officer if asset

fully

depreciated?

Or if asset hasN et Book

Value

Department Managerto liase with Estates& Facilities to

arrange disposal

Is the itemelectrical?

Contact EstatesH elp Desk and

arrange inspection

Is thesurplus

temporary?

Send memo (Appendixi & 2) to DepartmentalManager/ Director toobtain approval todispose of.

Departmental Managerto arrange forDisposal/ transfer

Item Removed from

Inventory

Request Facilities toremove to appropriate

storage awaiting reuse

Yes Yes

NoNo

Yes

CapitalAsset

Register

Inventory

RegisterYes

Yes

No

No

Yes




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APPENDIX 2

PROCEDURE FOR DISPOSALS/ STORAGE/ REPAIRS –

ESTATES & FACILITIE S MANAGEMEN T DEPARTMEN T

CAPITAL ASSETS

Is the itemin

designatedstorage

Circulate detailsof equipment forpotential re-use

(Newsletter/ Intranet)

Estates & Facilitiesto check and

transfer asset tonew Dept. Capital

Asset Register to beupdated.

Itemlocated fortemporary

storage

Is the value of theitem more than

£ 500.00

CC600 formcompleted andcopies sent to

respectivemanager

Review byManagersmonthly

and assesscontinualstatus of

item

Supplies fordisposal.

Policyimplemented.

SeniorManagers

agreedisposal of item (usingAppendix

3)

Asset RegisterUpdated

Yes

Transfer

RequestAgreed

No No transfer /

purchase offer

Yes No




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APPENDIX 3


FACILITIES STAFF

DepartmentalManager/ PCT

Asset co-ordinatorfor removal of

item(s)

Check item hasdecontamination

certificate, if necessary

Is the item fortemporary storage?

Take to designatedstorage area for

agreed time

Take to designatedstorage area forsale/ disposal

NB: All items placed in the designated storage area must have relevant paperwork completed, to enable officers to trace point of origin.

Yes

No




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APPENDIX 4


ESTATES MAIN TENANCE DEPARTMEN T

ReceivedEstates HelpDesk Contact

Itemrepaired

Returned toservice

Item for inspectionprior to sale

ItemIrrepairable

Passed asfit for sale

Item failedinspection

Item made safeprior to proper

disposal

Liase with Estatesand Facilities

Manager to arrangestorage/ sale/ disposal.

Costs to be borne bythe relinquishing

Department.




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APPENDIX 5

Procedure for the Disposal of Decommissioned E quipment

All IT Equipment must be disposed off in line with the IM&T Policies and Procedures, available onthe intranet.

The SSA ICT Directorate take responsibility to ensure that all equipment is disposed off in line withthe Environmental Act.

The Estates and Facilities Directorate will transport the equipment for disposal from the PCT Bases toSt Chads Court.

Process

Phone the Central IT Helpdesk on 0121 695 2330 to confirm they have capacity to take the equipmentat St Chads Court.

Once the Central IT Helpdesk confirms they can receive the equipment then phone Estates andFacilities on 0121 255 7599 to arrange collection of the IT equipment.

Estates and Facilities will ask for the call reference number from the H elpdesk. If you do not

have this number they cannot arrange for the goods to be transported.

They will arrange the collection at the next available time when the van is free.

Equipment will be received and held at St Chads Court. If the ICT Directorate can re-utilise theequipment then it will be re-cycled.

The disposed equipment will be documented and removed off the inventory and the Company will givethe ICT Directorate disposal certification which will be held on file.

Version 1 – June 2003Disposal Procedure




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APPENDIX 6

Estates and Facilities

Carnegie Centre

Hunters Road

Hockley

Birmingham

B19 1DR

Tel: 0121 255 7555

Fax: 0121 255 7539

M E M O R A N D U M

To: Departmental / Line Manager

From: Senior Manager(Relinquishing)

Date:

DISPOSAL OF ITEMS OBSOLETEOR SURPLUS TO REQUIREMEN TS

The items listed below are obsolete/ surplus to the requirements of Department, therefore I would be grateful if you could consider the items detailed below with the viewto providing your formal Approval to proceed with the disposal.

ITEM Quantity Description

Regards



TD/ECF POL CONDEM 22 of 28Draft 4 December 2003

Appendix 7 Estates and FacilitiesCarnegie Centre

Hunters Road

Hockley

Birmingham

B19 1DR

M E M O R A N D U MTel: 0121 255 7555

Fax: 0121 255 7539

To: Director From: Departmental Manager

DISPOSAL OF IT EMS OBSOLETEOR SURPLUS TO REQUIREMEN TS

Part A The items listed below are obsolete/ surplus to requirements of Department/ Directorate.

If you are in agreement I would be grateful if you could sign the Approval Section below and forward it to the Director of Finance for Approval.

Method of disposal (b)Quantity Full Description,model no, serial no,make, condition etc

Asset No. Presentlocation Condemn Sale

Estimated value Net Book Value



TD/ECF POL CONDEM 22 of 28Draft 4 December 2003

Senior Manager/ Departmental Manager Date

Director/ Chief Executive Date

Part B Checked with PCT Finance Director Signed: Date:

(Now please forward to Procurement Department)

This section to be completed if Assets are to be disposed of externally

Part C To Procurement Department

Please arrange for the disposal of the items listed above.Estimated Value (if applicable) - £ ………….

cc: Deputy Director of Estates (Operational)



FORMAT

APPENDIX 8

Request for Quotation for Disposal/ Sale of Surplus Equipment

Purchasing

West Heath Hospital, Rednal RoadQuotation No:Date

Birmingham, B38 8HR

Department:

TH IS IS NOT ANORDER

In the event of query regarding thisquotation, please contact Dave Lewis,Head of Procurement on (0121) 6278102

Birmingham Primary Care Shared Services Agency on behalf of …………………..Birmingham PrimaryCare Trust invite you to quote on this form for the purchase and disposal of the under mentioned goods.

Instructions

This quotation is subject to the NHS Conditions of Contract for the Sale Goods (2001), available onrequest. Please return this quotation in the envelope provided by ……………………………..Further information regarding the item(s) listed may be obtained by contacting Dave Lewis on (0121) 6278102

Item Quantity Description Unitprice

offered

PlusVAT at

17.5%

Total PriceOffered

For completion by the offerer. We hereby submit our quotation in accordance with your specifications/ requirements and in accordancewith the NHS Terms & Conditions for the Sale of Goods (2001)

Offer open for acceptance at prices quoted until ………………………. (Min 60 days)

Signed ……………………….……….. Status in Company ………………………………

Date ………………………………… Contact Number ……………………………….



22

APPENDIX 9FORM C.C

600

Asset Register Maintenance - Asset Transfer/ Disposal Certificate

No:……………….

ISSUED TO…………………… DEPARTMEN TAL MGR.………………… DE PT………………………

ISSUED BY…………………… PCT Co-ordinator……………………….. ISSUE DATE …../ …./ 200…

1 ASSET DETAILS (To be completed in all cases by current departmental manager)

1 Asset Identification No…………………………………. 6. Block No./ Descpn……………………….

2 Asset Description……………………………………….. 7. Ward/ Dept………………………………..

3 Asset Serial No…………………………………………… 8. MGT. Unit Descpn…………………….

4 Asset Model No./ Type…………………………………… 9. MGT. Unit No.…………………………..

5 Hospital/ Clinic etc…………………………………………. 10. Budget Centre………………………….

2 ASSET TRANSFER NEW MANAGEMENT UNIT & LOCATION

NEW LOCATION ON LY Tick to suit

DE PARTMEN TAL MAN AGER " N EW" DE PARTMEN TAL MAN AGER"

1. Reason For Transfer…………………………………………………………………… Joint Agreed Reason

2. Signature of Agreement…………………………… 2. Signature of Agreement……………………..

" NE W" LOCATION / OWNE RSH IP DETAILS"

3. Hospital…………………………………………………………… 6. MGT. Unit Descpn…………………..

4. Block………………………………………………………………. 7. MGT. Unit No………………………

5. Ward/ Dept…………………………………………………… …….. 8. Budget Centre………………………..

3 ASSET DISPOSAL (Due to Condemnation/ Scrap/ Obsolescence/ etc - No D isposal Proceeds)

DE PARTMEN TAL MAN AGER ESTATES MANAGER

1 Reason for Disposal…………………………………………………………. Joint Agreed Reason

2 Signature of Agreement…………………………… 2. Signature of Agreement……………………….

3 Outstanding Net Book Value £……………………..

4 Parts Salvaged

5 Asset in Scrap Compound/ Store

Asset

Disposal

Details6 Asset Removed from Site

Estates Manager to tick as appropriate



23

4 ASSET DISPOSAL (By means of Re-Sale - Disposal proceeds forthcoming)

DE PARTMEN TAL MAN AGER DIRECTO RATE MAN AGER

1 Reason for Disposal………………………………………………………… Joint Agreed Reason

2 Permission for Disposal by Re-Sale Given ………………………………………………… (GM Only)

3 Health & Safety Aspects Attended…………………………………………… (……….Estates MGR)

4 O utstanding Net Book Value £……………………………………………….

5 Sales Proceeds £……………………….……………………….

6 Purchase Receipt No.…………………………………………………………………..

7 Purchaser …………………………………………

4 AUTHORISATION - All Transfers Across Management Units & All Disposals to be Agreed By

Signature ……………………………………………….Director DATE …../ …./ 200….

6 DATA-BASE CH AN GES / CAPIT AL CH ARGE ADJUSTME N TS (To be completed by Estates

Directorate Only)

1 Financial Details communicated by Estates Directorate to Finance

Dept

on date ……./ ……./ 200…

2 Asset Data-base transaction - Transfer or Disposal completed by

Estates

On date ……/ ……./ 200…

GUIDANCE N OTE - See Flow Chart on Reverse

DISTRIBUTION: 1st Copy (Yellow) - Divisional Asset Co-ordinator for forwarding to Estates Directorate for actioning.2nd Copy (Pink) - Asset Co-orindator for retention3rd Copy (Blue) - Relinquishing Manager4th Copy (Green) - Estates Manager



24

APPENDIX 10

Your Ref:

Our Ref:

Date

For the Attention of Address


Carnegie Centre

Hunters Road

Hockley

Birmingham

B19 1DR

Tel: 0121 255 7555

Fax: 0121 255 7539

LETTER TO SUCCESSFUL CONTRACTOR

Dear Sirs

Re: DISPOSAL OF SURPLUS, RE DUN DANT OR OBSOLETE ITEMSThank you for your letter dated ……………………………. in respect of the items listed below at theprices shown, all in accordance with NHS Purchasing & Supplies Agency, Standard Conditions of Contract for the Sale of Goods.

Location of Goods Description Quantity Price

VATSpecial Instructions:

TOTAL

Please forward your cheque or deliver your payment to the Director of Finance, at the above location. Anofficial receipt will be given to acknowledge your payment and the receipt will be your authority to removethe item(s) from site on application to the officer co -ordinating the disposal shown below.

Where item(s) of scrap metal etc. are being sold by weight and category the total value has been basedupon the estimated quantity. It will be your responsibility to obtain Public Weighbridge Certificate inrespect of each category, for which varying prices have been tendered and the Director of Finance willthen adjust any variation as a refund or a request made for additional payment.

If you have any queries, please do not hesitate to contact me.

Yours faithfully

cc: Head of Procurement Deputy Director of Finance

Deputy Director of Estates (Operational)



25

APPENDIX 11


Carnegie Centre

Hunters Road

Hockley

Birmingham

B19 1DR

Tel: 0121 255 7555

Fax: 0121 255 7539

M E M O R A N D U M

To: Deputy Director of Estates (Operational)

From: PCT Asset Co-ordinators (Condemning Officer)

Date:

AUTH ORITY TO SCRAP

NO SALE ACHIEVED

I confirm the item(s) on the attached schedule can now be scrapped. This is on the basis thatthey have been offered for sale for 8 weeks without receipt of any purchase offers.

Regards

On behalf of Primary Care Trust

Enc: Schedule



26

APPENDIX 12

Estates and FacilitiesCarnegie Centre

Hunters RoadHockley

BirminghamB19 1DR

Tel: 0121 255 7555Fax: 0121 255 7539

M E M O R A N D U M

To: Deputy Director of Estates (Operational)

From: PCT Asset Co-ordinator

Date:

AUTH ORITY TO SCRAP

CONDEMNED ITEMS

Having visited the designated storage area today, I confirm the items on the attached schedule can now bescrapped. This is on the basis that they have been condemned.

Regards

On behalf of Primary Care Trust.

Enc: Schedule



27

APPENDIX 13

Estates and FacilitiesCarnegie Centre

Hunters RoadHockley

BirminghamB19 1DR

Tel: 0121 255 7555Fax: 0121 255 7539

M E M O R A N D U M

To: Departmental Manager/ Director

From: Finance Department (Creditor Payments)

Date:

CONFIRMATION OF RECEIPT OF PURCHASE MONIE S&

ISSUE OF FORMAL RECEIPT

I confirm that we have now received the purchase monies for the equipment as detailed on the Letter to

the Successful Contractor (Appendix 6) dated …………………………….

I confirm the following details:

Company Name: ……………………………………………

Purchase Monies Received: ……………………………………………

Date Received: ……………………………………………

Receipt N o: ……………………………………………

Monies cleared: Y / N

Any queries please do not hesitate to let me know.

Regards

On behalf of Finance Director



APPENDIX 14

CONTACT NAMES AND NUMBERS

To assist Trusts in implementing the Policy, listed below are the current names and contact numbers of Departments mentioned within the Policy.

However, kindly note that these names and contact numbers may be subject to change, please check onIntranet if you have any problems♣

Department/ Position Name Contact No.

Estates Helpdesk Emma Frary 0121 255-7553

IT Helpdesk 0121 695 2330

Land & Property Manager Tim Dean 0121 255-7531

Estates Information Department Ron Meadows 0121 255-7532

Deputy Director of Estates (Operational) Clive Rex 0121 255--7540

Head of Procurement Dave Lewis 0121 627-8102 ext56303

♣ Names and telephone numbers at as December 2003.