Donations of Surplus Property

Donations of Surplus Property

The UO Surplus Property Coordinator is authorized to donate UO surplus property to State agencies, Oregon political subdivisions, or public non-profits that qualify. The process to donate will be handled directly by the UO Surplus Property Coordinator on a case-by-case basis. UO departments are not authorized to sell or give away UO surplus property to outside parties.

Departments cannot contact a non-profit entity directly to find out if they would like state surplus property. If you know of a non-profit group that may be interested in UO surplus property you need to advise UO Surplus Property coordinator with the name of the non-profit groups. If a non-profit group contacts you directly, please forward them to the UO Surplus Property Coordinator. Departments shall insure that all property tags and other ownership indicators have been removed from each item prior to its disposal. If all ownership indicators cannot be removed, the item should be marked in a permanent manner as surplus before disposal.

STEP ONE:

Posting property If the property is in good condition, other departments on UO campus may need it. Departments are required to post all workable e-waste, furniture, and surplus assets on the UO Department Surplus Listing web site http://surplus.uoregon.edu for one week before a donation can occur. Departments need to securely store the property for that period of time. (Do not place items in hallways, near or under fire escape stairwells or loading docks).

  • If your department still has the UO property after posting to the surplus listing web site for one week, the ewaste items can then be transferred to the surplus warehouse. For all donated property, complete an UO Property Disposition Request Form (PDR) https://forms.uoregon.edu/form/launch/property-disposition-request online and note in the DISPOSAL REASON:Donation in Progress. Send the form to UO Surplus Property Coordinator, BAO Thompson University Center (TUC).
  • For furniture; contact Facility Services directly at 6-2319 to initiate a work order request to transfer the property to the surplus warehouse.
  • Each piece must be marked HOLD FOR DONATION and must be numbered; i.e. 1 of 6, 2 of 6, 3 of 6, etc., if you have one item, number it 1 of 1. All UO surplus property that has been stored in the surplus warehouse for more than 3 days is considered Surplus Property and may be offered to a qualified non-profit recipient or sold.

STEP TWO:

  • Donations to non-profit organizations must be reviewed and approved by the BAO Property Control Department.
  • The intended recipient makes it known publicly (via promotional or other material including a web site) that it routinely accepts donations of this type.
  • There must be a public purpose associated with this donation.
  • After a qualified public non-profit recipient has been selected, departments may be asked to assist the UO Surplus Property Coordinator with the donation.

Policy and Procedure

Method of Disposal; Eligibility to Acquire

  1. The Chancellor's Office or institution will use a method of disposal that is cost-effective, taking into account the costs of disposal and the potential for financial return. Disposal methods include, but are not limited to, exchanges, trade-ins, auctions, sealed bid sales, scrapping, fixed price retail sales, donation to other state agencies, Oregon political subdivisions, public non-profits, web-based auctions or sales and, for scrap, transfer for no valuable consideration.
  2. No current or former employee or agent for such will be granted any benefit or opportunity not granted the general public in acquisition of items through the disposal process.
  3. All property is conveyed "AS-IS, WHERE-IS" with no warranty, express or implied, of merchantability or fitness for a particular purpose, or any other warranties or guarantees. The public non-profit will have no recourse against the State of Oregon, the Oregon University System, an institution, or any of their officers, employees, or agents. All donations will be final.
  4. Surplus property not claimed within 1 working day will be considered the property of the UO and may be offered to another public non-profit or disposed of in compliance with these rules. Public non-profit assumes all responsibility, including risk of loss or damage, for the item when transferred.

Public Sales for Disposal of Surplus Personal Property

  1. Conduct The Department must conduct public sales for the disposal of state Surplus Property. Methods of disposal may include, but not be limited to: internet auctions, oral auctions, sealed bid sales and fixed price retail sales, separately or in any combination thereof.
  2. Eligibility Members of the general public may participate as buyers at public sales. No employee whether full-time, part-time, temporary or unpaid volunteer, of the Department, member of the employee's household, the employee's immediate family, or any person acting on the employee's behalf may participate in public sales if the employee has had any role in declaring the item surplus, processing the item or related paperwork, or offering it for sale. No employee of the Property Distribution Center's programs, or members of the employee's immediate family, or any person acting on the employee's behalf, may purchase items offered through any public sales regardless of whether such employee had a role in declaring the item surplus, in processing the item, or in offering it for sale.