This is an official Northern Trust policy and should not be edited in any way Equipment (Non-Medical) and Furniture Transfer and Disposal of Reference Number: NHSCT/11/417 Target audience: This policy is directed to all staff within the Northern Health & Social Care Trust Sources of advice in relation to this document: Alistair Donaldson, Assistant Director - Estate Services Paddy Graffin, Head of Support Services Replaces (if appropriate): Previous Northern Trust Transfer and Disposal of Non-Medical Equipment (Ref: NHSCT/10/280) Type of Document: Trust Wide Approved by: Policy Committee Date Approved: 29 June 2011 Date Issued by Policy Unit: 2 August 2011 (Replaced on Staffnet June 2012 following inclusion of furniture) NHSCT Mission Statement To provide for all, the quality of service we expect for our families, and ourselves. 1 Transfer, Storage and Disposal of Non Medical Equipment and Furniture Policy 2 Introduction to Policy The requirements for dealing with transferring, storing and disposing of NonMedical Equipment and furniture are set within this policy. This ensures that staff are supported to work within the law and in line with best practice. The Waste Electrical and Electronic Equipment (WEEE) Directive 2003 was implemented to reduce the overall waste from Electric and Electrical Equipment (EEE), to increase recovery and recycling rates of WEEE, encourage the separate collection of WEEE and minimise the disposal of it as unsorted municipal waste to landfill. Purpose or Aim of policy This policy sets out the procedure within the trust for transferring equipment and/or furniture, and/or disposing of equipment and furniture. Target Audience This policy is directed to all staff within the Northern Health & Social Care Trust Responsibilities Alistair Donaldson, Assistant Director/Head of Estates, has overall responsibility for this policy. Mr Paddy Graffin, Head of Support Services and Colin Bryans, Financial Accounting and Governance have day to day responsibility for this policy. Legislative Compliance This policy should be read in conjunction with the NHSCT Waste Policy and Procedures, Controlled Waste Regulations (NI) 2003 and Hazardous Waste Regulations (NI) 2005. Equality, Human Rights and DDA This policy has been drawn up and reviewed in the light of Section 75 of the Northern Ireland Act (1998) which requires the Trust to have due regard to the need to promote equality of opportunity. It has been screened to identify any adverse impact on the 9 equality categories and no significant differential impacts were identified, therefore, an Equality Impact Assessment is not required. Alternative Formats This document can be made available on request on disc, larger font, Braille, audio-cassette and in other minority languages to meet the needs of those who are not fluent in English. 3 Sources of Advice in Relation to this Document The Policy Author, responsible Assistant Director or Director as detailed on the policy title page should be contacted with regard to any queries on the content of this policy. 4 1.0 DEFINITION Non Medical Equipment is defined as any item of furniture, Domestic Appliance or equipment that does not meet the “Medical Equipment Guidelines” and is no longer required in its current location. Refer to Appendix 1 for examples of non-medical equipment. Its condition is not relevant to its classification as it may or may not be obsolete. While the disposal of IT equipment follows the general principles contained in this policy, the procedure is managed by the IT Department and is documented within the Trust’s IT Security Policy. In the first instance the Facility/Unit manager should put the redundant equipment or furniture on to Trust Related Classified Section of the Intranet. The link is as follows: http://staffnet.northerntrust.hscni.net/classifieds.htm Every effort should be made to relocate equipment or furniture within your department or directorate before completing the “Equipment and Furniture Surplus to Requirements” form DCS/1 as disposal of surplus equipment may incur a financial charge to the directorate. If equipment has been relocated/ transferred please inform the Asset Management Team in Estate Services. If you are unsure of who to contract for the transfer or disposal of the item, please see the flow chart in Appendix 2. 2.0 NOTIFICATION When equipment and furniture becomes surplus/ obsolete the Assistant Head of Department should contact his/her Director/Assistant Director in writing giving fullest details of item(s) to be disposed, i.e. recommendation/location/asset number. After consultation and agreement that disposal is appropriate the Head of Department should complete Section 1 of DCS1 and forward this to the Assistant Director of Estate Services. (Form attached). 3.0 INSPECTION The Assistant Director of Estate Services shall appoint a competent person to assess the equipment and at this visit complete Section 2 of form DCS1. The Head of Department and the assessor will sign and date this section of the form when they agree the method of disposal. 5 4.0 DISPOSAL Disposal of equipment can take several forms: a) b) c) d) Re-issue within the Trust Re-issue regionally within the HSC environment Sale or gift to Voluntary Organisations Sale to member of staff, private individuals or commercial enterprises e) Sale as scrap f) Disposal via NHSCT Waste Policy and Procedures (Non Clinical Hazardous Waste Procedure) (Please note: a cost may be incurred by originating directorate) It should be noted that irrespective of which category the items to be sold fall into, all correspondence must be forwarded to the Assistant Director of Estate Services who shall liaise with the Procurement and Logistics Services (PaLS) in the disposal process using Form DCS. This includes items that are to be sold to other Trusts. Income generated from the sale of goods will be allocated to the agreed cost centre by the originating department and the NHSCT Waste & Recycling Manager. 4.1 Re-issue within Health and Social Care environment Items will be advertised locally/regionally within the service. This will be issued and circulated by the PaLS and bids will be invited by a specified closing date. All bids received will be presented with a recommendation to the Assistant Director of Estate Services for approval. 4.2 Sale or Gift to Voluntary Organisations The sale or donation of equipment and furniture is permissible and authority is provided by the DHSSPSNI (Management Executive) in correspondence reference 1185/91 dated 13 January 1994. Written requests from voluntary organisations should be forwarded to the Assistant Director of Estates Services. 4.3 Sale to Private Individual or Commercial Enterprises Equipment or furniture not disposed of within the service may be offered to members of staff, private individuals or commercial organisations. The financial limit whereby surplus assets cannot be offered to individual staff is above £200. Such offers may be obtained in the following ways: 4.3.1 by letter from staff or other interested parties 6 4.3.2 by tender 4.3.3 by public auction. All offers shall be analysed in conjunction with Supplies Manager and forwarded to the Assistant Director of Estate Services with a recommendation for approval. Items that are for resale shall be advertised on the Staffnet, via the Waste and Recycling manager. The item/s shall be described and will be sold to the highest bidder within a time frame agreed with the facility. The Waste and Recycling manager will receive the bids and update the Staffnet when required. It will be the responsibility of the purchaser to collect the item/s from the facility with the agreed amount of money. Under the requirements of Article 7(1) of the Health and Safety at Work (NI) Order 1987 and the duties it imposes in relation to the sale of goods for use at work, purchasers are required to sign the ‘Direction and undertaking for equipment sold as ‘scrap’ or ‘for parts’ only’ form, see Appendix 3. 4.4 Sale as Scrap Items deemed unfit for further use shall be sold as scrap. Arrangements shall be made with Transport Department to have such items delivered to the scrap compounds sites at Antrim/Whiteabbey/Mid Ulster/Holywell/Causeway Hospital. All sale proceeds must be receipted via Cash Office by the Head of Department or the Waste and Recycling manager. 5.0 INDEMNITIES It is the responsibility PaLS to ensure that the appropriate indemnity is completed in respect of the disposal of all equipment. 6.0 DISPOSAL PaLS shall complete the disposal action form, stating the outcome and return this to the Assistant Director of Estate Services who will inform the Head of Department and other involved persons. Any costs incurred in the disposal of the equipment will be borne by originating directorate. 7.0 CAPITAL REGISTER/CHARGES The Assistant Director of Estate Services shall ensure that, where items carry Capital Asset Number, the Financial Accounting and Governance Section of the Finance Directorate is advised of the disposal, transfer or sale. Any costs or charges arising from the transfer or disposal of capital equipment will be borne by the originating directorate. 7 STORAGE OF FURNITURE Departments who no longer require items of furniture but are not broken or damaged, or wish to store furniture on a temporary basis can do so at Carnmoney store. The DCS/1 form must be filled in and sent to the Waste and Recycling manager, Estate Services, Holywell and a copy attached to the item of furniture for future reference. To remove the furniture to the store, contact the Transport department, Holywell. 8 FORM DCS/1 Equipment & Furniture surplus to requirements (All fields must be completed in Block Capitals) SECTION 1 Name: ___________________________________________________ Facility: ___________________________________________________ Address: ___________________________________________________ ___________________________________________________ Tel No: ___________________________________________________ Date: ___________________________________________________ I confirm that I have trawled this equipment within the Trust and there has been no interest in transferring the asset. The details were trawled on ……….…….. (date). The equipment should now be treated as surplus to requirements. Signed: __________________________________________________ Asset No Description Condition Of Asset Condemned Y/N I authorise the disposal charge (if relevant) if a suitable location has not been found for the equipment detailed above. Cost Centre:______________________ NAME: _______________________________________________________ DESIGNATION (Head of Dept/Assistant Director)_________________________ SIGNED: __________________________ DATE:___________________ ………………………………………………………………………………………… Office Use Only: Nuala Emailed – date ________________ Stored at:______________________ Company Emailed – date ___________________ Invoice Number - ___________________ 9 SECTION 2 Form DCS/1 INSPECTION by Estates Services The items detailed have been inspected by: _____________________ REMOVAL AND STORAGE The items overleaf will be stored at ____________________________ pending their disposal. NAME & GRADE:__________________________________________ SIGNED: __________________________ DATE: ______________ OR TRANSFERRED TO CARNMONEY STORE Items to be stored for further use by dept __________________________________________ Items to be stored, no longer required by dept _______________________________________ Staffnet updated: yes/no SIGNED: __________________________ DATE: ______________ OR TRANSFERRED TO ANOTHER DEPT OR CHARITY The equipment/furniture is deemed to be of suitable quality for re-issue Transferred to: NAME & GRADE:__________________________________________ SIGNED: __________________________ DATE: ______________ OR DISPOSAL – OTHER MEANS It is recommended that the items mentioned overleaf be disposed of in the following manner (stating reason) NAME & GRADE:__________________________________________ SIGNED: __________________________ DATE: __________ After inspection, removal or transferred to a storage area, send form to Cara Browne, NHSCT Waste and Recycling Manager for further action. 10 Appendix 1 Non medical equipment Medical devices are defined in the Medical Devices Regulations as ‘an instrument, apparatus, appliance, material or other article, whether used alone or in combination, together with any software necessary for its proper application, which is intended by the manufacturer to be used for human beings for the purpose of diagnosis, prevention, monitoring, treatment or alleviation of disease, or compensation for an injury or handicap, investigation, replacement or modification of the anatomy or of a physiological process, or control of conception; and does not achieve its principal intended action in or on the human body by pharmacological, immunological or metabolic means, even if it is assisted in its function by such means, and includes devices intended to administer a medicinal product or which incorporate as an integral part a substance which, if used separately, would be a medicinal product and which is liable to act on the body with action ancillary to that of the devise.’ Non medical equipment includes domestic appliances, office appliances (excluding IT and telecommunication equipment) and kitchen appliances. Examples are: Kettles, toasters, fridges Desk fans, shredders, heaters Reading/ desk lamps, TVs, videos, games consoles. Furniture includes: Office desks, filing cabinets, shelving units, office chairs Non profiling beds, drip stands, non motorised mattresses, lockers Chairs, tables, internal bins 11 Appendix 2 12 Appendix 2 continued 13 Appendix 3 HEALTH AND SAFETY AT WORK (NI) ORDER 1978 Direction and Undertaking For equipment sold as ’scrap’ or ‘for parts’ only Direction The attention of purchasers is directed to the requirements of Article 7 (1) of the Health and Safety at Work (NI) Order 1987 and the duties it imposes in relation to the sale of goods for use at work. In the opinion of the Trust, the goods specified overleaf are ‘unfit’ for use. Purchasers are required to sign the undertaking below, to say that they are purchasing the equipment on the basis of ‘scrap’ or ‘for parts’ only. Undertaking The equipment detailed overleaf is sold in the basis of ‘scrap’ or ‘for parts’ only and has not been rendered usable and should be considered as ‘Unfit’ for use at work within the meaning of the Health & Safety at Work (NI) Order 1978. The Trust is therefore not liable with regard to the performance of these items. As a prospective purchaser I/we, in consideration of the Trust making available the equipment and other items for sale to me/us, hereby agree that should I/we purchase any of the equipment and other items on sale I/we shall indemnify the Trust with regard to any claims by Third parties in respect of personal injury or damage to property allegedly caused by the aforementioned equipment and other items currently on sale. Signed: ______________________________ On Behalf of: ______________________________ Date: ______________________________ Witnessed by: ______________________________ 14 Appendix 3 continued Description of Equipment __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ __________________________________________________ Signed on Behalf of Trust:______________________________________ Designation: ________________________________________ Date: ________________________________________ 15