(a) Designations by City Departments. All department heads or their designees shall submit to the purchasing officer, at such times and in such form as the purchasing officer shall prescribe, reports showing all materials, supplies, and equipment which are deemed by that department to be surplus, in that they are no longer used or are unsuitable for city use by that department.
(b) Transfer Among Departments. The purchasing officer shall have the authority to transfer to another department any materials, supplies, and equipment designated by a department to be surplus.
(c) Sale, Exchange, or Trade. The purchasing officer or his or her designee shall have authority to sell as surplus all materials, supplies, and equipment which cannot be used by any department or which have become unsuitable for city use, or to exchange the same for, or trade in the same on, new materials, supplies, and equipment. The sale of surplus materials, supplies, and equipment shall be made by public auction pursuant to applicable law and any rules and regulations provided for in the city’s purchasing policies and guidelines. In addition, the purchasing officer may approve the sale of any surplus materials, supplies, or equipment by means other than public auction, upon a finding that the sale in such alternative manner is in the best interests of the city and is supported by documentation sufficient to establish that the city is receiving compensation at least equal to the fair market value of the materials, supplies, or equipment. The city council shall approve by resolution any sale, exchange, or trade of materials, supplies, and equipment with an estimated value of one hundred twenty-five thousand dollars or more.
(d) Abandonment or Destruction. Except as otherwise prohibited by applicable law, the city manager shall have the authority to authorize the abandonment or destruction of materials, supplies, and equipment which have no commercial value or which will require an expenditure of funds for continued care, handling, maintenance, or storage which exceeds the estimated proceeds of sale. The authorization shall be in writing and shall be signed by the city manager.
(e) Donation. Except as otherwise prohibited by applicable law, the city council may, by resolution, establish a procedure for the city manager to approve the donation of materials, supplies, and equipment which have no commercial value or which will require an expenditure of funds for continued care, handling, maintenance, or storage which exceeds the estimated proceeds of sale. Donations may be made to charitable, civic, or non-profit organizations, as well as other public agencies, and shall be done in a fair and equitable manner. In its resolution, the city council shall establish rules and regulations to govern the fair and equitable donation of materials, supplies, and equipment. The resolution shall also indicate that the city manager shall not approve any donation without first making a finding that the materials, supplies, and equipment are surplus to the needs of the city, that they either have no commercial value or will require an expenditure of funds for continued care, handling, maintenance, or storage which exceeds the estimated proceeds of sale, and that the donation is in the best interests of the city.
(f) City Officials and Employees. City officials and employees, and their immediate families, shall not be eligible to purchase surplus city supplies and equipment; provided, however, that retired service animals may be purchased by their primary handler. (Ord. No. 1474, § 3 (part).)