Welcome to the Global Investment Recovery, Inc. (GIR) and the State of
South Carolina’s Electronic Equipment Recycling State Term Contract
Contract Number 04-S6252-A10674

Introduction

Background
The State of South Carolina is generating a large amount of surplus electronic equipment.  Much of this equipment is considered environmentally hazardous and must be managed and disposed of in compliance with federal, state and local laws and regulations.  The purpose of this contract is to establish a process for the proper disposal of surplus serviceable and unserviceable equipment by state agencies after they have complied with the State's requirements as described in the South Carolina Consolidated Procurement Code and Regulations.

Governmental Entities
School districts, colleges, cities, counties, towns and other governmental entities may utilize this contract as authorized by their governing laws, regulations and ordinances, after the equipment has been declared surplus by their appropriate office.  The word "agency" used throughout this document is synonymous with school districts, colleges, cities, counties, towns and other governmental entities.

Process Procedures
Global Investment Recovery, Inc.(GIR), the State's Department of Health and Environmental Control (DHEC) and the Chief Information Officer's (CIO) Information Technology Management Office (ITMO) have worked together to develop these procedures. 

Primary Source for Inputting/Keying Data is this Web Site
This web-site will be system's primary source for keying data/data entry and generating an equipment Pick-Up Request.  GIR and ITMO have designed this web-site for this contract's specific use.  Keying data directly into this electronic web based system will be the most efficient use of time and technology.

Contract User Identification and Password
Contract Users will call GIR at 1-800-933-0319 to obtain a secure User Identification (ID) and Password to access the web-based system.  This ID and Password will be assigned per authorized agency individual, the Contract User. Contract Users may be responsible for multiple pick-up locations within an agency. An agency may have multi Contract Users. Your ID and Password will be applicable for future pickups.

The ID/Password will enable GIR to identify and retrieve the following information:

1. Name of the agency, school districts, colleges, cities, counties, towns and other governmental entity
2. Point of Contact (POC) Name
3. POC Email
4. POC Phone number
5. POC Fax number
6. Agency Mailing Address
7. Agency Accounts Payable Section (Invoice) Address

Pick-Up Request
Once the Contract User enters the GIR system, they will be directed to an electronic Pick-Up Request.  Contract Users must become familiar with the requirements of the electronic Pick-Up Request in order to effectively and efficiently key-in all required data.  Please keep in mind this contract and electronic Pick-Up Request system was created with the big picture in mind and that was to safely and economically remove surplus electronic equipment from the Contract User's location. No single system could be created which would satisfy every governmental entity's requirements.  Therefore, Contract Users must know and understand their governmental entity's requirements prior to using this system.  Depending on the specific requirements of the various Contract Users, serial numbers may or may not be required to be keyed into the GIR system.  However, this step was added to the system in order to provide clear and complete transaction history of your equipment if your agency requires such action.

After the Contract User has keyed-in all required information into the GIR system, the system will prompt the Contract User to confirm the information.  Once the Contract User has submitted the final/approved Pick-Up Request, the system will provide a unique serialized Pick-Up Request Tracking Number.  The Pick-Up Request Tracking Number is very important and serves multiple purposes.  The Pick-Up Request Tracking Number is the Contract User's record of a Pick-Up Request and serves as the initial source of information which provides data to the other screens and pages within the GIR system.  It also reduces the need for duplicate keying of data, and serves as part of your transaction history for your equipment via a printable output copy.

After the Pick-Up Request is finalized, GIR will coordinate (phone or email) with the Contract User for final confirmation of the agreed upon pickup date and time. 

Transfer of Responsibility Form
The GIR system will provide the capability to print out a Transfer of Responsibility Form, as part of the Pick-Up Request Form Transaction History.  The Transfer of Responsibility Form indicates what equipment was actually picked up. The Transfer of Responsibility Form relieves the Contract User of ownership of the equipment upon transfer and signatures.  The Contract User and the GIR representative will review all equipment prior to Pick-Up, make any necessary changes to the Pick-Up Request and Transfer of Responsibility Form.  The GIR representative and the Contract User's designee must sign the Transfer of Responsibility Form when the pickup is completed.  The Contract User must observe the loading and weighing of all equipment on GIR's vehicle.  After all equipment is weighed, the total weight and cost can then be calculated.  The Contract User can then make a copy of the Transfer of Responsibility Form and forward the form to the Contract User's appropriate office for payment.

Contract User Payment Options
The Blanket Purchase Order (BPO) method may be the best option for some Contract Users, depending on your agency's procedures.  Other Contract Users may prefer the Blanket Direct Expenditure Form (DEF). State Agencies can also use the SC Purchasing Card.

Receipt of Equipment
Each agency's shipment will be labeled when loaded in order to maintain the integrity of each parcel within multiple site pickups.  These labels will provide the information necessary to communicate internal GIR operational and administrative processes.

GIR will transport all material directly to their processing facility.  The material will be off-loaded, inspected, and separated by pickup request number.  GIR will maintain certified scales and licensed Weighmasters.  The receipt for each Pick-Up Request and Transfer of Responsibility Form will be entered into the GIR system and will become part of the overall system's audit documentation. 

Each shipment will be processed separately, keyed into the GIR system.

Invoicing
Upon completion of processing, GIR will generate an invoice and Certificate of Management Form based on the certified weight of the shipment and information derived from the GIR system. Ultimate disposal methods will be provided.

Each Transfer of Responsibility Form, Pick-Up Request Form, and its associated invoice and Certificate of Management Form will have a unique and sequential control number assigned to the transaction by the GIR system.  Each completed transaction will be invoiced to the Contract User's Accounts Payable Section (Invoice) Address as entered in the Contract User Identification and Password Web Page.

Contract Administration
The Contract's Terms and Conditions can be found at the CIO web page which is www.cio.sc.gov  then select IT PROCUREMENT, then select IT State Term Contracts.  Contract Users with questions referring to the application and use of this State Term Contract may contact the Information Technology Management Office's Michele Mahon at 803-896-5249, mmahon@cio.sc.gov  

Last Updated August 25, 2004