This policy is applicable to all Operations and Maintenance and Trade Shop personnel.

Transcription

1 DEPARTMENT OF MANAGEMENT SERVICES REAL ESTATE DEVELOPMENT & MANAGEMENT POLICY TITLE: EFFECTIVE: August 26, 2014 REVISED: October 26, 2016 POLICY NUMBER REDM PURPOSE To establish a policy to ensure that all DMS owned scrap materials are properly sold, disposed, and recycled with no loss of accountability and that items are sold to yield the best market price available. SCOPE This policy is applicable to all Operations and Maintenance and Trade Shop personnel. DISTRIBUTION LIST The Following REDM Operations Employees Shall Be Made Aware of This Policy DMS Facilities Managers Trade Shop Superintendents Maintenance Supervisors Maintenance Mechanics Maintenance Support Technicians Laborers Groundskeepers Method of Notification New Employee Orientation DMS communications via employee distribution list DMS website 1. SUMMARY a.) Scrap Materials Defined as any material that DMS purchased, received, or accepted for maintenance or construction activities that has monetary value and or construction value and is capable of being sold on the open market. This includes but is not limited to the following materials: copper, brass, iron, steel, aluminum, stainless steel, magnesium, lead, wood, plastic, etc. b.) Types of products containing materials listed above include but are not limited to the following: radiators, heat exchangers, electrical wiring, control panels, gauges, electric motors, pumps, hydraulic pumps or appurtenances, valves, steam traps, pneumatic control items, water lines, HVAC lines, meters, HVAC parts, a/c units, ductwork, hydrants, grates, metal plate, etc. Page 1 of 10 DMS Policy No. REDM

2 c.) Surplus items affixed with State of Florida DMS property tags requiring disposal must be coordinated with the DMS Property Custodian prior to proper disposal with a recycler or landfill (electronics, casework, furniture, office equipment, etc.). Any such usable items that will cost DMS for landfill disposal may first utilize local charities such as Good Will, The Salvation Army, Homeless Shelters, School Districts, etc. that offer free pick-up for the donated items. These items shall only be picked up by representatives or employees (identity required) of such organizations and approved by the DMS facility supervisor. d.) DMS facility owned scrap materials have value to the Department either for cash paid by a recycler or for beneficial reuse in other projects or applications. Proper accountability must be maintained at all times for scrap materials leaving DMS facilities. e.) Commercially means of sale shall be used if materials cannot be reused or storage of such items is impractical. All proceeds from the sale of scrap materials shall be accounted for and deposited to the appropriate DMS funds managed through finance and business management staff. 2. PROCEDURE A. Sales of Scrap Materials 1. For disposal of scrap materials, DMS staff shall contact at least three (3) local recycling vendors (if possible) and obtain current market prices for the types of material to be sold since commodity prices change frequently or even daily. A general overview of the most recent market prices may be found at the following link: ***All scrap materials to be taken off site must have prior authorization for disposal by the DMS Bureau Chief of Operations. 2. The scrap materials shall be sold to the recycling facility yielding the highest market price. Transportation costs shall be included in evaluating the best market price for the material. 3. Payment to DMS for scrap materials from the recycling vendor shall be made in the form of a check made payable to the Florida Department of Management Services. DMS employees shall not accept cash. In the event the recycling facility only provides cash payment for scrap, the DMS employee shall obtain a Cash Receipt with the required unit pricing and weight receipt/manifest for the scrap materials. The facility or trade shop manager shall be alerted about the cash payment and make a phone call to the recycling facility that only check payments may be accepted for future business from DMS facilities. Page 2 of 10 DMS Policy No. REDM

3 The method of payment from the recycling facility shall be established BEFORE taking materials for recycling. ***Any DMS employees handling cash must follow the DMS Cash Accountability Procedure Identified in Appendix E. 4. All payments shall be remitted to the DMS Business Services Division for appropriate processing. All payments by check (or cash with cash receipt) shall be submitted to the following contact: Bureau of Business Support Services Department of Management Services REDM 4050 Esplanade Way, Suite 315-C Tallahassee, FL Phone: Note: Please refer to the example in Appendix B for correct scrap payment processing documentation. 5. DMS staff will determine whether to transport the scrap or have the designated vendor transport materials. If vendor transportation is selected, the vendor transportation fees shall be included in the price evaluation to determine the highest bidder. Digital photographic documentation of the scrap materials shall be collected with the DMS Property/Material Disposal Form (APPENDIX A). 6. No hazardous materials (paints, solvents, used oils, fluids, etc.) or universal waste shall be mixed into the scrap items for disposal. If any questions should arise about segregating waste streams, please reference the written DMS Hazard Communication Program OSHA Standard 29 CFR (Appendix D). Any questions that need help may be directed to the following contact: Environmental Health and Safety / ADA Supervisor Department of Management Services - REDM 4050 Esplanade Way Tallahassee, FL Phone: or A separate vendor shall be used for spent fluorescent bulbs, ballasts, batteries and other universal waste streams. DMS has a Pricing Sheet with AERC as a primary vendor for disposal of fluorescent light bulbs, ballasts, batteries, universal wastes, etc. Please refer to Appendix C for the AERC price list (pickup or pre-packaging). DMS Facilities Managers are able to utilize AERC by P-Card or Purchase Order for disposal values LESS than $2500 including all shipping and transportation fees. This will prevent long-term stockpiling of universal waste materials on site. Page 3 of 10 DMS Policy No. REDM

4 DMS Facilities Managers are also able to utilize the services of their local landfills or other local recycling companies to determine if they will accept these waste streams. The LESS than $2,500 threshold amount should not be exceeded to use a purchase order or P-Card for payment. Otherwise, two (2) quotes will be needed, and if a purchase order is used an E-Quote will have to be developed on MFMP (My Florida Market Place) by staff in the Bureau of Business Support Services. It may be more cost effective to utilize local landfills for these materials if they are accepted. The materials will always require a specific waste manifest documenting correct disposal (items/quantity/type/etc.) regardless of where they are collected. All waste manifests must be maintained by the DMS Facilities Manager as a permanent record. 7. DMS staff performing haul-off activities to the recycling facility shall obtain a weigh ticket listing the total weight and type of scrap material. A copy of the weigh ticket and payment value from the scrap recycler vendor shall be provided with the check payment as documentation for submittal to the DMS supervisor and DMS Financial Services personnel. Recyclers picking up materials shall also provide weigh tickets with their check payments to DMS facility locations. B. SALVAGE OF MATERIALS 1. Scrap items to be salvaged for future reuse shall be located in a designated area and recorded on an itemized inventory form. The salvage materials area shall be secured and under the direct control of the DMS Facilities Manager. Salvage inventory shall be checked and maintained by the DMS Facilities Manager. C. RESPONSIBILITIES 1. No DMS employees, or agent thereof may personally possess and/or sell for personal gain any scrap materials or salvage/surplus materials for any reason. 2. Violation of this policy may result in disciplinary action up to and including termination and criminal prosecution as applicable. 3. All DMS Operations and Maintenance and Trade Shop personnel shall review and fully acknowledge this policy (cover memorandum). APPENDICIES Page 4 of 10 DMS Policy No. REDM

5 Appendix A - DMS Property/Material Disposal Form Appendix B - Example of Salvage Check and Payment/Weigh Ticket Receipt Appendix C - AERC Pricing Sheet and Policies Appendix D - DMS Written Hazard Communication Program Appendix E - DMS Cash Accountability Procedure Reference DMS Policies: Financial Services , and Purchasing 101 Page 5 of 10 DMS Policy No. REDM

6 APPENDIX A DMS Property/Material Disposal Form Page 6 of 10 DMS Policy No. REDM

7 APPENDIX B Example of Salvage Check with Payment/Weigh Ticket Receipt Page 7 of 10 DMS Policy No. REDM

8 Appendix C AERC Pricing Sheet and Policies Page 8 of 10 DMS Policy No. REDM

9 APPENDIX D DMS Hazard Communication Program OSHA Standard 29 CFR (HAZCOM / GHS) Page 9 of 10 DMS Policy No. REDM

10 APPENDIX E DMS Cash Accountability Procedure Reference DMS Policies: Human Resources Financial Services , and Purchasing 101 Page 10 of 10 DMS Policy No. REDM