Donation of Surplus Property - GSAXcess

Donation of Surplus Property - GSAXcess

U.S. General Services Administration Federal Surplus Personal Property Donation Program Jessica Dreier Property Disposal Specialist Personal Property Management August 2019 What is personal property? Includes assets ranging from common office furniture to more specialized products like scientific equipment, heavy machinery, airplanes, vessels, and vehicles Excludes records of the federal government,

certain naval vessels, and land or other real property What is surplus property? Excess personal property (as defined in 10236.40) not required for the needs of any Federal agency, as determined by the U.S. General Services Administration (GSA) Excess personal property becomes available for donation the day following the surplus release date (SRD) This is the point at which the screening period has been completed without transfer to a Federal agency or other eligible recipient, and the GSA has determined the property to be surplus

The Four Steps of Disposal: 1. Internal Screening (Redistribution) 2. Excess Screening (Federal Transfers/CFL) 3. Surplus/Donation (Eligible Nonfederal Entities) 4. Sales (General Public) No Federal Requests

GSA Determines the Property to be SURPLUS!!! Benefits of Donation Program Extends useful life of property in which we, as taxpayers, have already expended funds to acquire Participants in the Surplus Donation Program include: State and local public agencies Nonprofit educational and public health institutions

Nonprofit and public programs for the elderly Educational activities of special interest to the Department of Defense Public airports Veterans organizations Authority 40 USC 549 41 CFR 102-37 Who handles the donation of surplus property? The State Agencies for Surplus Property (SASP) handle the donation of most surplus property to eligible donees in their States The GSA handles the donation of surplus property

to public airports under a program administered by the FAA Holding agencies may donate surplus property that they would otherwise abandon or destroy directly to public bodies What is a SASP? SASP: State agency for surplus property Agency designated under State law to receive Federal surplus personal property for distribution to eligible donees within the State as provided for in 40 U.S.C. 549 State: one of the 50 States, DC, the U.S. Virgin Islands, Guam, American Samoa, the Commonwealth of Puerto Rico, and the

Commonwealth of the Northern Mariana Islands Donees must acquire surplus property through a SASP Cannot acquire property directly What are a SASP's responsibilities in the donation of surplus property? Determine whether or not an entity seeking to obtain surplus property is eligible for donation Distribute surplus property on a fair and equitable basis to eligible donees based on relative needs Enforce compliance with the terms and conditions imposed on donated property Who can receive surplus property

through a SASP? Public agencies Nonprofit tax-exempt institutions Programs for older individuals Service Educational Activities (SEAs) Veterans organizations SBA 8(a) Business Development Program participants

Basic criteria for eligibility Conform to the definition of eligible categories listed in 10237.380 (also see appendix C of

102-37 for definitions) Demonstrate approval, accreditation, or licensing requirements for operation of its program Prove that it is a public agency or a nonprofit and tax-exempt organization under section 501 of the Internal Revenue Code Certify that it is not debarred, suspended, or excluded from any Federal program, including procurement programs Operate in compliance with applicable Federal nondiscrimination statutes Eligibility Application In general, SASPs must maintain records required by its State Plan to document donee eligibility

Include at a minimum: 1. Legal name and address of the donee 2. Status of the donee as a public agency or as an eligible nonprofit activity 3. Details on the scope of the donee's program 4. Proof of tax exemption under section 501 of the Internal Revenue Code, if the donee is nonprofit Eligibility Application 5. Proof that the donee is approved, accredited, licensed, or meets other legal requirement for operation of its program(s) 6. Financial information 7. Written authorization by the donee's

governing body or chief administrative officer designating at least one person to act for the donee in acquiring property 8. Assurance that the donee will comply with GSA's regulations on nondiscrimination 9. Types of property needed Procedure SASP approves eligibility application Donee submits request for property to State Agency for Surplus Property (SASP) Want list Specific item in GSAXcess SASP submits request for property to GSA GSA allocates property to SASP

Federal holding agency releases property to SASP or donee Costs Property is transferred to SASPs at no cost No charge for property received through the Federal Surplus Property Donation Program SASPs are generally self sufficient and charge donees service fees to cover shipping, handling, and administrative expenses Usually less than the original acquisition cost of the property Donee responsibilities Donee agrees to:

Acquire property on an as is, where is basis and will hold the Government harmless from any or all debts arising from the donation of the property 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 Title to property: Donee receives conditional title during the period of restriction Donee receives full title after meeting all donation requirements including the period of restriction Donee restrictions Generally, the donee must agree to place the property

into use within their state and within one year of the acquisition and to continue the propertys use for: 1 year for property with a unit acquisition value of less than $5,000 18 months for passenger motor vehicles or any item of property having a unit acquisition value of $5,000 or more Five years for aircraft and vessels 50 feet or more in length Perpetual restrictions for combat-configured aircraft and firearms Public Agencies A public agency that acquires surplus property through a SASP must use such property to carry

out or to promote one or more public purposes for the people it serves Public purposes include: conservation, economic development, education, public health, public safety, etc. Funding derived from tax appropriations voted on by federal, state or political subdivision officials that have the authority to conduct such activities Hall County Highway Dept. Nebraska Before: a lowmileage refueling truck OAC listed as $126,710 and reported by DLA

Ft. Riley Donee paid the NE SASP a service charge of $5,000 Hall County Highway Dept. Nebraska After: Donee converted the truck into a mulch container truck w/tree chipper Red Willow County Rural Fire Dept.Nebraska Fire truck reported by DLA Great Lakes, IL

1994 Pierce Fire Truck OAC - $150,000 Donee paid the NE SASP a service fee of $15,000 Nonprofit Tax-Exempt Institutions Surplus personal property may be donated through the SASP to eligible nonprofit, tax-exempt institutions within the state A nonprofit institution or organization must be tax-exempt under the provisions of section 501 of the Internal Revenue Code of 1954

Nonprofit Educational and Public Health Activities: Medical institutions Hospitals Health centers Drug abuse treatment centers Child care centers Schools, colleges, universities

Radio and television stations licensed by the FCC as educational Museums attended by the public Libraries providing free services to all residents Historic light stations Nonprofit Organizations for the Homeless and Impoverished: Soup kitchens and day centers Food banks that supply shelters and soup

kitchens serving homeless and/or impoverished individuals Overnight, daytime, and around-the-clock shelters helping homeless individuals, regardless of the cause or duration of the homelessness (includes shelters for battered spouses, abused children, and orphans and half-way houses for temporary residence of homeless parolees, recovered mental patients, and recovered substance abusers) St. Vincent de Paul

Eugene, OR Recognized a shortage of housing for the homeless Contacted the OR SASP, which had three new GP Medium tents and 33 cots Provides shelter for 80 people OAC for 1 EA tent: $5,782 o Paid $600 EA OAC for 1 EA cot: $222 o Paid $30 EA

Programs for Older Individuals State or local government agencies which receive funds appropriated for older individuals under the Older Americans Act of 1965, as amended, under title IV or title XX of the Social Security Act, or under titles VIII and X of the Economic Opportunity Act of 1964 and the Community Services Block Grant Act Include services that are necessary for the general welfare of older individuals Social services, transportation services, nutrition services, legal services, and multipurpose senior centers Service Educational Activities (SEAs)

National organizations which are of special interest to the armed services as authorized by 40 U.S.C. 484 (j)(2), and are eligible to receive donations of surplus property through the SASP Only DoD surplus property may be donated to SEAs Surplus property generated by Federal civilian agencies is not eligible for donation to SEAs Only those organizations approved by DoD are eligible Eligible SEAs

American National Red Cross Armed Services YMCA of the USA Big Brothers/Big Sisters of America Boys and Girls Clubs of

America Boy Scouts of America Camp Fire, Inc. Center for Excellence in Education Girl Scouts of the USA Little League Baseball, Inc. Junior ROTC

Marine Cadets of America National Association for Equal Opportunity in Higher Education National Civilian Community Corps National Ski Patrol System, Inc. Naval Sea Cadet Corps

Operation Raleigh United Service Organizations, Inc. U.S. Olympic Committee Young Marines of the Marine Corps League/Marine Corps League Veterans Organizations May acquire property for purposes of providing services to veterans Membership substantially comprises veterans Recognized by the Secretary of Veterans Affairs under section 5902 of title 38

SBA 8(a) Business Development Program participants Separate legislative authority granted to SBA May obtain property only from the SASP in the state in which the participant operates The SBA, GSA and the SASP sign a Memorandum of Agreement (MOA) setting forth the terms and conditions governing the transfer of such property SBA certifies to the SASP that the requesting 8(a) firm is a BD program participant, and that the property requested is consistent with the 8(a) firms business plan Public Airports Eligible to receive surplus federal personal

property through two separate programs: 1. Donations through a SASP as a public agency 2. Donations through the Federal Aviation Administration (FAA) Donation procedures through the FAA The public airport screener requests the property in GSAXcess If the requested property has been designated by the reporting agency for donation to a public airport, the Allocating Official considers the priority request over SASP recipients The FAA is responsible for eligibility determination and compliance

May only receive certain types of property unless justification submitted to GSA GSA Responsibilities Coordinate with all federal, SASP, and donee representatives Assist SASPs in their determinations of eligibility Conduct SASP reviews Allocation of surplus personal property for donation Thorough knowledge of the Donation Program and all program changes including state allocating formulas and entitlements, donation eligibility requirements, special situations and considerations, special categories of property,

and nondonable property GSA Regions/Zones and Allocating Officials Shelia Blount: R1-5, NCR Jessica Dreier: R6,7,8,10 Lisa Schrad: R9, Aircraft SASP Reviews

Evaluate the operation and effectiveness of the SASPs program Assess the SASPs conformance with the Federal Management Regulations (FMR), the Donation Handbook, and the SASPs approved State Plan of Operation Standardized questions designed to generate findings; corresponding requirements and recommendations when applicable; and all corresponding report attachments Depending on the nature and/or severity of requirements that appear, GSA may conduct the next review within a two or four year time frame

SASP Review Elements Operational Capabilities Property Accountability and Control

Fiscal Management Compliance Customer Relationships Eligibility Screening Audits Cooperative Agreements Records Management Nondiscrimination Assurance How does GSA allocate property if there are competing requests? GSA allocates property among the SASPs on a fair and equitable basis per the FMR102-37.100 Eight factors are listed in order of priority on the following slides

Most allocating decisions based on multiple factors 1. Disasters or Emergency Situations Presidential declaration takes precedence over other extraordinary needs (i.e. Governor declared disaster) FEMAs website should indicate Public Assistance for this to be applicable A Presidential declaration will take priority over all other allocating criteria 2. DOD Request for specific SEA Requests from the Department of Defense (DOD)

for DOD-generated property to be allocated through a SASP for donation to a specific service educational activity. Requests should be in writing from DOD Indicate what items to be donated Indicate specific SEA to donate the property 3. Need and usability of property Specific expression of need and interest by donee Includes donee screened items The law states the Administrator shall give special consideration to an eligible recipients request, transmitted through the state agency, for a specific item of property.

4. Particular and important needs Consideration to requests supported by a written justification Justification comes from the intended donee Higher consideration than requests based on speculative screening by SASP 5. Timely pickup and prompt distribution to eligible donees SASP distribution to donees of 75% or more of property is the standard SASP Donation Rates generated on RCS 55 Special consideration given when one competing SASP does 100% direct donations SASP prompt removal of property from holding

agency I.E. Property not being lost to Sales due to failure to remove 6. SASP received similar property in the past Has SASP received similar property in the past, and how much? Historical Register (RCS82) used in conjunction with the National Distribution Target report to calculate the proper ratio breakdown If no competing requests, historical data will not be recorded on approved items 7. Propertys condition and

original acquisition cost Equal treatment for equal property Evaluate both the condition and dollar value of available items Do not penalize SASPs that take poorer condition property (for example, due to reconditioning programs) versus SASPs that only request property in very good condition 8. Relative Neediness of states based on population and per capita income National Distribution Target report Divides total surplus property pie into 56 slices

Inverse relationship between population and per capita income Good for large quantity of similar items requiring mathematical breakdown Over/Under Report RCS 41 Cumulative 12 month rotating period SASP under 100% more advantageous than a SASP over 100% Competing request musical instrument Current Requests for Item Control Number FE6471-5246-0106 Back Help Available Quantity : 1

GSA Menu Allocate Item Details Page: 1 No more Requests available Sl. No. Transfer Control Number 1 2

Requested Requested Requested Allocate Requeste d r Name Date Date AAC Quantity 39-6-0055-53

475E06 1 THOMAS LOWERY 04/25/2016 41-6-0424-53 470496 1

DON TESDAL 04/25/2016 04/25/2016 3 53-6-0218-53 470E36 1 STACEY

EAVES 4 20-6-2139-53 4762K4 1 JUAN JALIL 04/26/2016 04/26/2016

5 23-6-1066-53 47120S 1 BRIAN LADNER 6 48-6-6141-53

47749T 1 DANA REININGER 04/28/2016 7 06-6-0224-53 4791FK

1 JENNI CURTIS 04/28/2016 1 STACEY EAVES 04/29/2016 8

53-6-0228-53 470E36 GSA Menu Allocate Item Details Approve d Date Requisitione d Statu or s

Transferred Date International Tractor: Before International Tractor: After Painted, refurbished, added flat dump bed 6-Ton Rough Terrain Man Lift: Before $65,134 (Original Acquisition Cost) 6-Ton Rough Terrain Man Lift: After Donee paid the SD SASP a $6,000 service fee

Town of Marana, AZ Great example of creativity Very little funding/resources Received multiple containers through the donation program Converted containers into storage space Knocked down walls and combined into one large space Installed a/c, desks, etc. All of the towns records are now stored in these containers Cargo truck donated to Bellaire, TX: Before Small city near Houston, population 18,000 OAC - $176,428

Cargo Truck: After Restored by fire department and used for high water rescue Port of Toledo, Oregon Donee of the OR SASP since 2007 The Port encompasses 443 square miles and offers a wide variety of services to develop, promote, and sustain the economic base of the area One in six jobs are tied to Oregon Ports The Port acquires a large variety of surplus equipment to serve its needs, from plate metal and welders to high lift equipment and hand tools In 2016 alone, the Port acquired $200,000 (original

acquisition) worth of property from the Oregon SASP for a little over $18,000 As of March 2017, the Port had already exceeded that amount Port of Toledo, Oregon 600 Ton Capacity Boat Hoist Transporting large vessel to repair area Crane received through program Port of Toledo, Oregon

Fishing vessel Redeemer being repaired and enlarged Featured on the Discovery Channels Deadliest Catch JLG boom style lift, one of several received through program Port of Toledo, Oregon According the port director, there is no way we could have done any of this without the Federal Donation program. All the tools and equipment weve received from the program would have been impossible to purchase on the open

market, and still remain economically solvent. Yard cart, welders, air compressors Louisiana Flooding August 2016 More than 31 inches of rain fell in 15 hours Over 30,000 people and 1,400 animals had to be rescued Coordination between SASPs, GSA, DLA to assist with securing property and allocations

IL SASP transported 100,000 sandbags, 50 cots, two water purification units AR SASP transferred 1,600 cases of MREs, equipment, etc. KY SASP transferred full tractor-truckload of relief supplies (tarps, respirator masks, gloves, etc.) Hurricane Harvey Relief 2017 TX SASP All three TX SASP warehouses in Austin, San Antonio, and Fort Worth received large shipments of emergency supplies from federal agencies and SASPs across the U.S. DoD, CDC, VA sent cots, blankets, buckets, cups, floodlights, sandbags, wheelchairs, etc.

Brazoria County National Guard truck being pulled by donated LMTV cargo truck Invaluable to rescue efforts as they can navigate high waters Travis County Emergency Service District #1 received cots, tools, cargo truck, generators Hurricane Harvey Relief 2017 TX SASP TX SASP donees who

previously received military cargo trucks and HMMWVs through the donation program assisted with rescue efforts Volunteer emergency services and museums Jefferson County Drainage District #6 in Beaumont loading sandbags acquired through donation program Previously received a pump through program, which was the only source of clean water for the fire dept. during the aftermath

GSAXcess Notifications GSAXcess will automatically send three email notifications: 1. Notice of Allocation 2. GSAXcess Agency Signed Property Transfer Order 3. GSAXcess Completely Approved Property Transfer Order 1. Notice of Allocation: NO SIGNATURES Do not release/arrange pickup GSA APO Email : [email protected] Screener Email : [email protected] POC Email : [email protected]

Custodian Email: [email protected] The State agency agrees to the terms and conditions of this transfer as outlined in the SF 123 Certifications, Agreements, and Assurances certification document executed on ____________________________________________. Ordering Agency Approval: Signature: __________________________ Date: __________________________ Title: __________________________ GSA Approval: Signature: __________________________ Date: __________________________ Title: __________________________ 2. GSAXcess Agency Signed Property Transfer

Order - TCN# 086016620 on 04/22/16 Notice to GSA that ordering agency approved; all parties are copied on this email notification DATE: 04/22/16 TO: JESSICA DREIER GSA Area Property Officer (FAX) 415-522-3033 Email: [email protected] FROM: Federal Acquisition Service / FB

Dear Area Property Officer: Attached is an Agency electronically approved computer generated Transfer Order for Surplus Property. To approve and complete this transfer, go to http://www.GSAXcess.gov where you will login to complete the transfer process electronically. The requisition function remains the same except that when you requisition, there is a final step of approval. Upon your review you will be able to electronically approve your transfer by clicking the Approve Transfer button which will indicate your electronic approval. Upon your electronical approval, a copy of this approved transfer order will be forwarded to the appropriate personnel: Agency approving official, holding agency custodian, reporting agency and a copy to you for your records. 2. GSAXcess Agency Signed Property Transfer Order - TCN# 086016620 on 04/22/16

Do not release/arrange pickup; need both signatures GSA APO Email : [email protected] Screener Email : [email protected] POC Email : [email protected] Custodian Email: [email protected] The State agency agrees to the terms and conditions of this transfer as outlined in the SF 123 Certifications, Agreements, and Assurances certification document executed on 08/17/2015. Ordering Agency Approval: Signature:Sd/- KNUDSEN,SANDRA Date:04/22/2016 Title: Approving Official

GSA Approval: Signature: __________________________ Date: __________________________ Title: __________________________ 3. GSAXcess Completely Approved Property Transfer Order - TCN# 086016620 on 04/22/16. Notice to ordering agency that transfer order is approved; all parties are copied on this email notification DATE: 04/22/16 TO: KNUDSEN,SANDRA COLORADO SURPLUS PROPERTY AGENCY

(FAX) 000-000-0000 FROM: Federal Acquisition Service / FB Dear SASP Approving Official: Attached is a GSA Allocating Official (AO) electronically approved computer generated Transfer Order for Surplus Property. Please coordinate pick up of your property items by contacting the Reporting activity or Property Custodian listed on the attached Transfer Order. If you have any questions, you may contact either the GSA AO or the Reporting Activity listed in the Transfer Order. 3. GSAXcess Completely Approved Property

Transfer Order - TCN# 086016620 on 04/22/16 Both electronic signatures; can release/coordinate property removal GSA APO Email : [email protected] Screener Email : [email protected] POC Email : [email protected] Custodian Email: [email protected] The State agency agrees to the terms and conditions of this transfer as outlined in the SF 123 Certifications, Agreements, and Assurances certification document executed on 08/17/2015. Ordering Agency Approval: Signature:Sd/- KNUDSEN,SANDRA Date:04/22/2016

Title: Approving Official GSA Approval: Signature:Sd/- DREIER,JESSICA Date:04/22/2016 Title: GSA Area Property Officer Questions? Jessica Dreier Property Disposal Specialist Phone: 415-436-8731 Email: [email protected]

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