109-45.304-51—Documentation.
Files pertaining to surplus property sales shall contain copies of all documents necessary to provide a complete record of the sales transactions and shall include the following as appropriate:
(a)
A copy of the request/invitation for bids if a written request/ invitation for bids is employed. A list of items or lots sold, indicating acquisition cost, upset price and sales price indicated.
(e)
Copies of bids received, including Standard Form 119, Contractor's Statement of Contingent or Other Fees, together with other relevant information.
(f)
A statement concerning the basis for determination that proceeds constitute a reasonable return for property sold.
(g)
When appropriate, full and adequate justification for not advertising the sale when the fair market value of property sold in this manner in any one case exceeds $1,000.
(l)
In the case of auction or spot bid sales, the following additional information should be included:
(1)
A summary listing of the advertising used (e.g., newspapers, radio, television, and public postings).