subpart
239.70--exChange or sale of INFORMATION
TECHNOLOGY (IT)
239.7000 Scope of subpart.
239.7001 Policy.
239.7002 Conditions for using
exchange/sale.
239.7003 Procedures.
239.7000 Scope of subpart.
This subpart contains unique
DoD procedures for the exchange or sale of information technology using the
exchange authority of the General Services Administration (GSA). This subpart only applies to items with an
original acquisition cost of $1,000,000 or more.
239.7001 Policy.
Agencies should consider
exchange/sale when replacing Government-owned information technology. Exchange/sale is a method of—
(a) Transferring the
equipment to be replaced to—
(1) Another Government agency, with
reimbursement (sale); or
(2) The supplier of the replacement information
technology for a trade-in allowance (exchange).
(b) Applying the
proceeds of sale or the exchange allowance toward the purchase of replacement information
technology.
239.7002 Conditions for using
exchange/sale.
(a) The requiring
activity must make a written determination that—
(1) The trade-in allowance of the exchange or
the proceeds of the sale will be applied to acquire the replacement information
technology; and
(2) The exchange/sale transaction will foster
the economic and efficient accomplishment of a continuing requirement.
(b) The replacement
equipment must be information technology—
(1) Similar to the resource being sold or
exchanged;
(2) Which will satisfy the continuing
requirement currently met by the resource being replaced.
239.7003 Procedures.
(a) Comply with—
(1) This subpart;
(2) Subpart 217.70; and
(3) The Defense Automation Resources Management
Manual.
(b) Solicit offers both
on an exchange (trade-in for allowance) or no exchange (no trade-in) basis.
(c) Retain the option
to exercise any exchange offer at the time of award.
(d) List and describe
the information technology to be exchanged in the solicitation. At a minimum include—
(1) A brief description of each item;
(2) Name of manufacturer;
(3) Equipment type;
(4) Model number; and
(5) The condition code and explanation of the
code.
(e) Allow sufficient
time in the contracting schedule to permit screening within the Government of
the information technology to be exchanged prior to contract award.
(f) Immediately upon
receipt of offers, determine the highest exchange offer (if any) and use it to
initiate screening under the Defense Automation Resources Management Manual.
(1) Send an SF 120, Report of Excess Personal
Property, to the Defense Information Systems Agency, Chief Information Officer,
Defense Automation Resources Management Program Division, ATTN: D03D, 701 South Courthouse Road, Arlington,
VA 22204-2199. Prominently display the following note on
the original and five copies of the SF 120:
Exchange/“Sale” Property |
|
A written administrative determination has been
(will be) made to apply the exchange allowance or proceeds of “sale” to the
acquisition of similar items. |
(2) Include the following additional information
with the SF 120:
(i) The identity of the offeror of the exchange;
(ii)
The type of replacement equipment;
(iii)
The acquisition method for the replacement equipment;
(iv)
The anticipated purchase price for the replacement equipment; and
(v)
The name and telephone number of the contracting officer.
(g) Evaluate offers
using the solicitation criteria, including consideration of any exchange
allowance offers. Award can be made
whether or not the replaced information technology is exchanged.
(h)
Before a contract is awarded, consider the results of the
screening. Do not make an exchange if
another Government agency wants to acquire the replaced equipment.
(1) If another agency is going to acquire the
replaced equipment, do not include the exchange allowance in the contract
price.
(2) The actual sale price to the agency
acquiring the replaced equipment will be the exchange allowance (if any) of the
successful offeror.
(i) If no Government
agency wants to acquire the replaced equipment, the contract price shall
include the exchange allowance, if any.
(j) If no exchange
allowance was offered by the successful contractor, see the Defense Automation
Resources Management Manual for disposal instructions.