Indiana University of Pennsylvania is a responsible entity within the community it serves and resides. It is with pride that the university through its commitment to the community and its residents now makes available to local 501c3 nonprofit organizations surplus furniture, fixtures, equipment, and supplies.
The following is a list of guidelines that embody the university’s policy for the donation of surplus furniture, fixtures, equipment, and supplies that are to be awarded to these worthy nonprofit organizations.
Notice of Available Surplus Items
- The university will post its intention to make donations to local nonprofit organizations twice a year in the Legal Notice section of the Indiana Gazette.
- Press releases will be made to local media twice a year to make the university’s intent known to the community.
- Notices will be published on WIUP-TV and radio stations quarterly.
Surplus Policy
- Surplus items relate to furniture, fixtures, equipment, and supplies purchased with Educational and Grant funds. Furniture, fixtures, and equipment purchased with external funds will follow the surplus guidelines of that agency until ownership of such furniture, fixtures, and equipment are given to the university, at which time they may be considered surplus and fall under these guidelines.
- Surplus property is first offered back to the university community through the reissue program. If the university is not in need of the items, they are then offered to PASSHE schools via e-mail contact, and then made available to local 501c3 nonprofit organizations. The remaining surplus after these processes have been completed is to be disposed of through sealed bid, public auction, or online auction. Items remaining after these processes are to be scrapped.
- The donation of surplus furniture, fixtures, equipment, and supplies is administered by the Inventory Control function of the Central Stores Service Group.
- University employees who are directly involved with the award and distribution of surplus items cannot do business with or sit on the governing boards of the 501c3 nonprofit organizations that wish to participate in the surplus donation program.
- The Inventory Control function of the Central Stores Service Group will set a deadline date and time for each surplus donation offering.
- Awarded items not picked up by the nonprofit organization within the prescribed time will be offered through a surplus sale by sealed bid, public auction or on-line auction.
- The nonprofit organization must be a 501c3 to qualify for the university’s donation program.
- The 501c3 nonprofit organization must register with the university to be included in the surplus donation program. Registration will be completed through the Central Stores Service Group, 724-357-4074.
- The 501c3 nonprofit organization must provide proof of its nonprofit status.
- Contact information such as contact names, telephone numbers, fax numbers, and e-mail addresses must be provided by the 501c3 nonprofit organization.
Conditions and Restrictions
- The nonprofit organization must post the placard provided by the university within its facility that states items of furniture, equipment, or supplies were a gift from Indiana University of Pennsylvania for as long as the items are maintained by the nonprofit.
- Items gifted to a nonprofit organization by the university may not be sold for a period of three (3) years without prior written approval of the university.
- Items gifted by the university are nonreturnable.
- Items gifted by the university are “As Is—Where Is." The university does not warrant the gifted items.
- The maintenance and repair of items gifted by the university are the responsibility of the nonprofit organization.
- Nonprofit organizations registered with the university will receive notifications of surplus items that will be gifted.
- The nonprofit organizations will have two (2) weeks from the date of the notice to respond with a list of items and quantities to which they have interest.
- In the event that there are more requests than items, a lottery will be held at the Robertshaw Building. A date and time will be set for the lottery. Nonprofit organizations will be required to attend the lottery to be eligible.
- The lottery will be held within three (3) business days of the cut-off for interest.
- The nonprofit organizations will be notified of their award or lottery status within three business days of the deadline date.
Pick Up of Donated Items
Nonprofit organizations are responsible for the transportation of the donated items. The university will not make deliveries.
Items awarded by the university must be picked up at a designated university location by the nonprofit organization within five (5) business days of notification of the award.
