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The Federal Surplus Personal Property Donation Program

The Federal Surplus Personal Property Donation Program. Tara A. Caldwell Area Property Officer Personal Property Management Division General Services Administration. May 2012. Value to the Customer. GSA Customers will learn how their property “flows” into the “donation” cycle efficiently.

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The Federal Surplus Personal Property Donation Program

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  1. The Federal Surplus Personal Property Donation Program Tara A. CaldwellArea Property OfficerPersonal Property Management DivisionGeneral Services Administration May 2012

  2. Value to the Customer • GSA Customers will learn how their property “flows” into the “donation” cycle efficiently. • GSA Customers also will learn about this key step in the disposal process to extend the useful life of their “surplus” property by recycling in the most cost-effective manners possible.

  3. Objectives • Authorities • Definitions • Process • Procedure • Eligibility • Agreements • Cost • GSAXcess® • Contacts

  4. Laws and Regulations • Law -- statutes enacted by Congress • Title 40 United States Code Public Buildings, Property, and Works • Regulations – rules promulgated by Federal executive agencies • Title 41 Code of Federal Regulations (CFR) • Federal Management Regulations (FMR) • 41 CFR 102-37Donation of Surplus Personal Property

  5. Definitions CFR 102-36.40 • Personal Property – “any property, except real property. ” • Real Property • Land • Buildings

  6. Definitions 40 USC 102(9) • Personal Property -- • Excludes: • Records of the Federal Government • Naval vessels of the following categories: • Battleships • Cruisers • Aircraft carriers • Destroyers • Submarines

  7. Definitions 40 USC 102 • Excess -- “property under the control of a federal agency that the head of the agency determines is not required to meet the agency’s needs or responsibilities ” • Surplus -- “excess property that the [GSA] Administrator determines is not required to meet the needs or responsibilities of all federal agencies .”

  8. Definitions CFR 102-37.40 • Donable -- “All surplus property… is available for donation” except for certain categories • Examples of exceptions • Property acquired with non-appropriated funds • Records of the Federal Government • Property that requires reimbursement • Controlled substances

  9. Definitions 40 USC 549 • State -- • State of the United States • District of Columbia • Puerto Rico • Virgin Islands • Guam • Northern Mariana Island • American Samoa

  10. Definitions 40 USC 549 • State Agency (State Agency for Surplus Property (SASP) • agency designated under state law as the agency responsible for the donation of Federal surplus property • 56 SASPs • One in each state

  11. EXCESS SURPLUS SCREENING And FEDERAL TRANSFER 21 DAYS DONATION NOTIFICATION 5 DAYS SALES AGENCY SCREENING DONATION REMOVAL FEDERAL DISPOSAL CYCLE SCREENING Internal Agencies/Bureaus Of your Department Federal Agencies Cost Reimbursable Contractors Grantees Public Airports State Agencies for Surplus Property Public Airports State Agencies for Surplus Property

  12. Process 40 USC 549 (b)(1) • Donees must acquire surplus property through a SASP “The Administrator of General Services… may transfer property described in paragraph (2) [surplus] to a state agency” • Cannot acquire property directly

  13. Procedure • Donee submits request for property to SASP • Want List • Specific item in GSAXcess® • SASP submits request for property to GSA • GSA approves request from SASP • Federal holding agency releases property • SASP • Picks up the property • Has property shipped • SASP for later pick up by donee • Donee directly

  14. Donee CFR 102-37.25 • “Donee means any of the following entities that receive Federal surplus personal property through a [State Agency for Surplus Property] SASP” • Public agency • Eligible nonprofit tax-exempt educational or public health institution • Provider of assistance to homeless • Provider of assistance to impoverished families or individuals • Provider of assistance to older individuals • Public Airport • Service educational activity (SEA). • Veteran Related Organizations

  15. Public Agency CFR 102-37 Appendix C • “uses surplus personal property to carry out or promote one or more public purposes.” • Examples: • State • Local Government • Instrumentality of a State or Local Government • Indian Tribe on a State reservation

  16. Public Purpose FMR 102-37 Appendix C • “a program(s) …for which public funds may be expended.” • Conservation • Economic Development • Education • Parks and Recreation • Public Health • Public Safety • Programs of Assistance to the Homeless • Programs of Assistanace to the Impoverished • Programs for Older Individuals.

  17. Eligibility Determinations • 40 USC 549(e) • “Before property may be transferred to a state agency, the State shall develop a detailed state plan of operations ….” • “The state plan of operation shall include … established procedures for…determination of eligibility.” • FMR 102-37.385 • Made by the SASP “for most public and nonprofit activities.” • A SASP may request GSA assistance or guidance in making such determinations. • Made by DoD for SEAs

  18. Basic Eligibility Criteria: CFR 102- 37.390 • Conform – to definition of donee • Meet -- approval, accreditation, or license requirements • Prove -- public agency or a nonprofit and tax-exempt organization under section 501 of the Internal Revenue Code • Certify -- not debarred, suspended, or excluded from any Federal program • Comply -- with applicable Federal nondiscrimination statutes

  19. Donee Agreements CFR 102-37.465 • Donee: • acquires property on an “as is, where is” basis • will hold the Government harmless from any or all debts arising from the donation and use of the property

  20. Donee Agreements CFR 102-37.450 (b) • Donee will: • Place property in use within one year of donation • Keep property in use for a period of time [period of restriction] depending on the original acquisition cost in dollars and the type of property

  21. Title to Property CFR 102-37.450(d) • During Period of Restriction: • Donee has conditional title only to the property. • After the donee has met all of the requirements of donation including the period of restriction. • Full title to the property will vest in the donee

  22. Conditional Title • Under $5,000 in original acquisition cost (oac) – 1 year – CFR 102-37.450 (a) • Over $5,000 in oac and any passenger motor vehicles – 1 year and 6 months – CFR 102-37.450(c) • Aircraft and vessels -- 5 years -- CFR 102-37.460(a) • Combat-configured aircraft -- in perpetuity –CFR 102-37.460 (a)

  23. Cost 40 USC 549 • Service Charges • Covers: “direct and reasonable indirect costs” • “based on services” • Includes: • Screening • Packing • Crating • Removal • Transportation

  24. EXCESS SURPLUS FEDERAL DISPOSAL PROCESS SCREENING AAMS SCREENING And FEDERAL TRANSFER 21 DAYS DONATION NOTIFICATION 5 DAYS SALES AGENCY SCREENING DONATION REMOVAL Internal Agencies/Bureaus Of your Department Federal Agencies Cost Reimbursable Contractors Grantees Public Airports State Agencies for Surplus Property Nonprofit Educational & Public Health Activities Service Educational Activities

  25. Is the automated Property Management System The database that controls the global inventory of excess/surplus property Allows donees to search for property at SASPs discretion Requires a User ID and password SASP will provide donees with a generic User and password GSAXcess®

  26. Global Search Noun Name -- Truck

  27. Global Search Noun Name – Truck Results of Search

  28. Basic Search Options Newly Reported Unuseditems

  29. Basic Search OptionsNewly Reported Unuseditems Results of Search

  30. Basic Search OptionsNewly Reported UnuseditemsResults of Search

  31. Category Search Aircraft

  32. Category Search Aircraft Results of Search

  33. Advance Search

  34. Advance Search DLA Disposition Services Field Offices

  35. Advance Search DLA Disposition Services Field Offices Port Hueneme, CA

  36. Advance Search DLA Disposition Services Field Offices Port Hueneme, CA

  37. Advance Search DLA Disposition Services Field Offices Port Hueneme, CA Search Results

  38. Rotating Pictures Contact Pickup

  39. Rotating Pictures Contact PickupSearch Result – Property Data Sheet

  40. NASA Space Program Historic Artifacts

  41. International Tractor Before

  42. International Tractor After

  43. 5-Ton Overhead Crane New

  44. 6-Ton Rough Terrain Man Lift Before$65,134 versus $6,000

  45. 6-Ton Rough Terrain Man Lift Before$6,000 versus $65,134

  46. Open Bowl Scraper Economic Development

  47. 31- Foot Trailer Fire Safety Education$3,500 versus $24,000

  48. Ambulance Health

  49. Ambulance Interior Health

  50. Ambulance Equipment Health

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