A Vendor Return/Trade-in occurs when state agencies trade in material in exchange for a concession when acquiring new, like property. Vendor Return transactions must be submitted to and authorized by the Surplus Property Division.
Requests for Vendor Returns must include a vendor quote on letterhead with the new assets being received, the assets being traded, and the trade-in value. Trade-ins must benefit the State. Such benefits could include a discount on new material or cost avoidance on the removal or disposal of the old property.
Examples of typical Vendor Returns are:
IT or computer replacement procurements (vendor agrees to remove old equipment)
Capital equipment procurement (e.g., tractors)
Building systems replacements (e.g., HVAC removal)
“Totaled” vehicle damage where the other party pays for liability
Weapon upgrades from state-wide contract
Have the custodian entity enters a Surplus request in AssetWorks, select the method Vendor Return (V), and input the assets physical address and location contact information. In receiving agency section, provide the supplier contact name, phone number, and email address. Supporting documentation describing the benefit(s) is required.
Have the entity site manager approve the request in AssetWorks.
The Surplus Property Division will virtually receive the request and verify that the receiving entity is authorized, the request is appropriate for “new, like property,” and that the agreement provisions convey a benefit to the state.
The Surplus Property Division will email you authorization.
The custodian entity will complete the physical transfer.
The custodian entity will remove the assets from property inventory records.
