About the DIR Trade In By Solicitation (TIBS) Program

UNT departments, schools, colleges, and divisions can often recoup funds on replaced hardware (in this case, computer hardware) by utilizing the DIR Trade-In-By-Solicitation (TIBS) Program. During the typical lifecycle of a university-purchased computer, the final stage is deposition by Asset Management/UNT-Surplus. With the TIBS program outside vendors can bid to acquire hardware and the funds received return (cost recovery) to the purchasing account for the replacement computers. A complete description of the process and the links and forms needed is below.

TIBS Program Requirements and Process

1. In order for a piece of equipment to be eligible to be acquired by a third party, the following must be true:

- The replacement for a particular piece of equipment must have already arrived and the funds released. You will need to document the PO#.

- The equipment cannot have been transferred as “depreciated” to Surplus. Once it is marked for Surplus it cannot be acquired by third party and must go through their process.

- Even though the vendor will be required to delete the harddrive and provide a certificate of deletion, wipe the drive before sending the equipment off.

2. Some tips:

- If a piece of equipment has some damage (excessive scratches, cracks to the screen etc, won’t boot up) indicate that on your spreadsheets. Once it arrives at the vendor’s facilities, they will review the equipment for damage and adjust the price accordingly. In order to get the most accurate initial quote it is best to include the information at the start.

- The offers you receive from the vendors are generally only good for 30 days. Once you start you need to get the equipment delivered before the deadline or you may need to request a new offer quote. UNT Procurement (UNT BSC) can assist you in getting bids.

3. Put together a spreadsheet that includes:

- NT#

- Serial Number\Service Tag

- Model Number

- Memory

- Processor Type

- HD Size

- PO# that was used to purchase replacements.

- Notes (if there is any damage, note it here.)

A template is included (Template_TIBS-initial-spreadsheet-for-Procurement.xlsx). Some vendors have their own intake form, but the Information above is requested on all of them.

4. Send the spreadsheet to the Business Service Center (BSC). This is so they can review and let you know if something has changed in the State Requirements or UNT Policies and Guidelines before you get too far along. Include in the email: Melissa Anderson.

5. You will then need to request at least three offer quotes from vendors for the buyback of the equipment (Melissa Anderson can assist you). HUB vendors as always are preferred. Also be sure to get from the vendors the following:

- Request a copy of the shipping procedures: some vendors provide all of the shipping materials (boxes, bubble wrap, pallets) and others do not. If they provide the materials there is usually a fee subtracted from the offer. They also may schedule and pay for the shipping as part of the fee. It is usually best if you get a vendor who will actually pack all the items for you.

- Also request: a dated formal offer quote, the contract, and their data deletion certificate. You will need a certificate on each device after the sale is completed.

- Ask how they will submit the payment: paper check, wire transfer etc…

6. Send the above to the BSC so they can review the data deletion certification and contract for approval.

7. Once approved, notify the vendor you wish to proceed and arrange for the equipment to be picked up.

8. Before shipping the equipment to the vendor, you need to complete these steps so that they can access the device during their equipment evaluation. Not having these done beforehand will delay the process and must be completed before the vendor can complete the evaluation.

- Remove any firmware/BIOS passwords on the device.

- If it is a Mac, contact UNT System IT Helpdesk to have the Mac removed from Apple School Device Manager (DEP: Device Equipment Manager).

9. Pack up the equipment and have it sent to the vendor. Or arrange to have them come and pack it and haul it away.

10. You will receive a revised offer from the vendor with adjustments made due to the condition of the equipment during their inspection. After reviewing, work with the vendor on any issues you may have with the offer.

11. Accept the offer and work with the vendor to receive the funds transfer and to receive the certificates of data deletion.

12. You will need to notify Asset Management so they remove the equipment form inventory. They will need:

- Terms of Agreement from the vendor

- Certificate of data deletion for each device (devices may all appear on one form)

- Invoice (final, what you are receiving from the vendor)

- PO# that was used to purchase the replacement computer.

*All the above information needs to be put on this spreadsheet and sent to Asset Management: UNT Asset Management Final Report Trade In Worksheet

13. Save the following in case it is needed for a review or audit and email to the BSS:

- Completed spreadsheet (with the final offer made on each piece of equipment), the three requested offer quotes from vendors, the final offer quote, and the certificates of deletion.

More information about the TIBS program and process

Several UNT areas have gone through the TIBS process successfully. For general advice, vendor experiences and input on how to get started, contact Elizabeth Hinkle-Turner (Academic Technologies) or Michael Baggett (College of Visual Arts and Design).

Updated August 21, 2024