If an agency has excess personal property that is no longer needed, the Code of Federal Regulations (CFR), 41 CFR 102-36, Disposition of Excess Personal Property, requires the agency to submit that information to GSA, within a reasonable timeframe, for mandatory utilization and donation screening.

Federal Agencies: Things to know
Once GSA is notified of what property is available, GSA will attempt to find other federal agencies that have a need for these items. This utilization screening will take approximately 21 days, which is the amount of time listed in the CFR. If GSA is unable to locate a federal recipient in this timeframe, GSA will then proceed with the donation screening. Both excess and surplus customers screen simultaneously. However, surplus customers (donees) can only receive property once it has been declared surplus at the completion of this 21 day period. If there is no interest after that time, GSA offers the property for sale to the general public, unless the agency chooses to sell the property itself. The timeframe prescribed for sales is 45 days. GSA will make every effort to utilize or donate agency property before placing it for sale to the public.

GSA Auctions®
As a service to federal customers, GSA can sell agency surplus personal property through GSA Auctions®. GSA offers federal customers:

• Quick disposal of all kinds of assets;
• Reduced administrative costs;
• Buyers from every market; and,
• Maximum return on investment.

Online auction sales offer web-enabled auctions, electronic bidding, bids by proxy, and instant feedback. Visit GSA Auctions® for a closer look at items...items that could be an agency's surplus personal property offered for sale!

While GSA is processing agency property, it will remain in the agency's custody and must be made available for screening. Here are Standard Forms necessary when reporting personal property:

Standard Form 120

• GSA will be available to assist the agency in preparing the Standard Form 120 (SF 120), Report of Excess Personal Property, by providing the agency with information on the proper procedures for completing the form. If necessary, GSA would be willing to visit the agency location and inventory the excess personal property for a fee.
• Once GSA has received a completed SF 120, the process begins by locating interested parties. One of the processes GSA uses to accomplish this is called Special Screening. Special Screenings are generally scheduled for two or more complete days, during which time other federal agencies and/or donees walk through the agency's area to look at and tag items of interest. This is an important process and greatly helps GSA in disposing of excess property. It is important to remember that if the agency is going to be using this property until the time of move, GSA will need to screen the property while it is in use.

Standard Form 122

• If GSA is able to find a federal party interested in the property, that agency will process a Standard Form 122 (SF 122), Transfer Order - Excess Personal Property, which must be submitted to GSA for authorization and approval. If the agency receives any SF 122's, forward them to GSA immediately for authorization and approval.

Standard Form 123

• If property is donated, a Standard Form 123 (SF 123), Transfer Order - Surplus Personal Property, would be submitted to GSA by the coordinating State Agency for Surplus Property, for authorization and approval.

If GSA sells the property for the agency, GSA will keep a percentage of the proceeds as a service fee. The percentage is based on the type of property and the funds originally used to obtain it.

The agency is responsible for providing GSA with a complete inventory of the agency's excess property. As stated before, GSA will inventory agency excess personal property for a fee. Other information required to assist GSA in disposing of agency property is the size, access, and availability of the loading dock at the agency's facility. Remember that this is the agency's property and will never become GSA property unless GSA has a need for these items and submits a SF 122 for transfer of title.

The agency will also need to assign one employee as Property Custodian. The Property Custodian will be responsible for safeguarding and maintaining the agency's excess personal property. The Property Custodian will also need to be available to show the property when contacted by interested parties and during special screenings. Once property is transferred, donated, or sold, the custodian will be responsible for coordinating removal and for releasing it to the proper recipient. Before releasing any property, the Property Custodian should make sure that GSA has a copy of the transfer or donation request. The Property Custodian should also notify GSA that property has been removed. If the custodian is having a problem with a receiving agency, contact GSA for resolution of the problem.

Personal Property Center:

• GSA maintains a Personal Property Center (PPC) located in Franconia, Virginia.
• If an agency has a Memorandum of Understanding (MOU) with our PPC, contact them and make arrangements to deliver the property to GSA at the agency's expense. Once the property is delivered to the PPC, it becomes GSA's responsibility to complete the disposal process at no further expense to the agency.
• If the agency does not have a MOU, contact the PPC and negotiate to accept the agency property at a predetermined per truckload cost.

Personal Property Center
Sherlean Route
6806 Loisdale Road
Springfield, VA 22150
Email: sherlean.route@gsa.gov
Phone: (703) 605-9318

If, after mandatory screening for utilization and donation, and attempting to sell the agency property, GSA has been unsuccessful in locating any interested parties, GSA will authorize the agency to dispose of the property. This process is called Abandon and Destroy (A&D) and should be processed in accordance with the 41CFR102-36.305-330, Abandonment or Destruction of Personal Property. This could entail locating a landfill in the local telephone book and taking the property to a local landfill.

For additional assistance, contact a Personal Property Management Office representative.