A Procuring Entity should undertake annual stocktaking of stores and valuation of assets and equipment and maintain an up to date inventory register. Procuring Entities should prepare a disposal plan for each fiscal year.
Annual disposal planning should be integrated with applicable budget processes and based on indicative or approved budgets, as appropriate, for any disposal linked to replacement. The Disposal Planning shall be done at the same time as the Procurement Planning.
Contents of Annual Disposal Plan
The annual disposal plan shall be prepared by the disposal committee in consultation with the head of the procurement unit and the heads of user departments. Every procuring entity shall establish a disposal committee in accordance with Regulation 92 (1).
Regulation 92 (3) provides that the disposal committee shall first meet within 14 days of its appointment and subsequently at least once in every quarter.
It is here clarified that what is critical is not the meetings of the disposal committee but the tasks it shall undertake to ensure that the disposal plan is implemented. Procuring entities shall dispose off their stores and equipment at least once every year.
The annual disposal plan for each Procuring Entity should include:
- A detailed breakdown of the stores, assets and equipments to be disposed of;
- A schedule of the disposal;
- An indication of the justification for disposal;
- An estimate of the value of each store, asset or equipment;
- A reference to the asset register or records of the stores;
- An indication of the method of disposal envisaged for each disposal requirement, including any need for pre-qualification, and the anticipated time for the complete disposal cycle, taking into account the applicable approval requirements;
- An indication of whether the disposal of the stores, assets or equipment will be managed by the Procuring Entity or any special agency designated or hired;
- An indication of the resources available for managing the disposal workload.