Campus Reutilization

Furniture

The Stanford Property Management Office administers multiple programs that help the Stanford community reutilize general office furniture in good working condition with no major stains, rips, or tears.  There are several available options for reutilization of furniture.

Furniture Disposals

When a Department chooses to make available some older furniture for Campus reuse, the best path to help expedite the process is by using the Surplus Property Reutilization program. SPARC Excess is no longer used for furniture disposals.

Small quantities or small projects :

• Contact Surplus Property Operations Reuse Administrator, send photos.  The Surplus Property Operations Reuse Administrator will decide what should go into the Reuse Program.
• Arrange move of furniture to warehouse/PSSI as appropriate via UG2 (generate a work order through the Building Grounds Maintenance BGM web site) or 3rd party movers

Large quantities or projects (e.g. multiple offices or conference rooms):

• Contact Surplus Property Operations Reuse Administrator, arrange for a walk-through; this will optimize the move and minimize time and labor costs
• The Reutilization Coordinator will tag the furniture going into the reuse program
• Arrange move through UG2 or 3rd party movers
• When using third party movers, you MUST coordinate pickup/delivery schedule with the Surplus Property Operations Reuse Administrator (the warehouses are not routinely staffed).  UG2 has access and can pick up/deliver any time.
• When using third party movers, a PSSI work order for broken/unacceptable material is REQUIRED.  PSSI will refuse delivery if a work order is not on file.  UG2 can create child work orders for PSSI.

Obtaining Furniture for your Onsite Office

If you are interested in obtaining furniture for your onsite office, contact the PMO Surplus Property Operations Reuse Administrator.  Visits are by appointment only and may require scheduling well in advance.  Once you have selected the furniture, you must make arrangements to have the materials relocated to the campus location - this can be via UG2 Services or by whatever alternative means is arranged.  The program does not have a delivery service.  Please try to have the items relocated within two weeks and be sure to coordinate with the PMO Reutilization Coordinator in making these arrangements.  As noted above, the warehouse site is not staffed on a regular basis.

When Capital Equipment is being transferred, the Department Property Administrator (DPA) from the relinquishing department must notify their PMO Property Programs Manager (PPM) who, in turn contacts the receiving department’s DPA to confirm approval of the transaction.  The PPM will then update the equipment record to reflect the transfer and notify all parties to ensure asset accountability is current.

Unusable Furniture

For furniture that should be scrapped (disposed of altogether) the DPA must create a work order for UG2 Services to collect it and deliver it to Peninsula Sanitary Service Inc. (PSSI).  The DPA will also need to create a Customer Funded Work Request for PSSI to accept the material. There will be a charge for the labor, and PSSI will charge for the dump fees.  The DPA will coordinate with Surplus Sales to generate the necessary excess request(s) in the SPARC system and obtain approval for the disposal.

As a general guideline – furniture in a condition that your department would not want to reutilize would likely also not be desired in the reuse program. Most items posted on the ReUse site are available free for redeployment. Occasionally a department may request an exchange of funds.  When a transfer of funds is involved, a journal is created to move the funds.  The accounts used in the transaction must be unrestricted Stanford funds, and the Expenditure type (ET) 58510 should be used for both the debit and the credit lines of the journal.

SLACK Channel: #stanford-property-reuse

The SLACK #stanford-property-reuse channel is also available to post and view items for reuse.  This channel enables the sharing and reuse of Stanford property in good condition that is no longer needed by one department to be claimed and used by another department.

Users may post Stanford non-barcoded assets, such as furniture, peripheral electronics, office supplies, and lab supplies. Perishable or regulated items, such as food or chemicals, as well as computers, and SUID barcoded capital assets should not be posted or requested.   Posting of personally owned items is not allowed on the channel.  For additional guidance contact a Campus Support Team member.

Items claimed are intended for onsite Stanford use only.  Once claimed, arrangements should be made directly between the owner and the claimer to allow items to change hands.