Surplus Property Disposal Procedures
Procedures
Prior to an agency’s disposal of any state-owned personal surplus property, other than vehicles and mobile equipment (See SAM Sections 4111 through SAM Sections 4112 for Disposition of Vehicles and Mobile Equipment), the agency must obtain approval from the State and Federal Property Reuse Program Office, Office of Fleet and Asset Management, Department of General Services.
The agency must submit to the State and Federal Property Reuse Program Office a Property Survey Report (STD. 152) requesting direction and approval prior to disposition of any state-owned personal surplus property, including general office furniture, regardless of the original acquisition value or if the property was recorded or capitalized for accounting purposes. The $5,000.00-unit acquisition cost requirement for capitalization does not apply to disposal actions. Final disposition, which includes sale, trade-in, discarding or turning the property over to the State and Federal Property Reuse Program Office, or discarding the property may not occur until the State and Federal Property Reuse Program Office approves the disposition.
To request approval, the agency must electronically submit the completed Property Survey Report (STD. 152), to the State and Federal Property Reuse Program Office in Sacramento. Agencies can access the online STD 152 at
http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std152.pdf
This reporting requirement applies to all office furniture items, including (but not limited to) bookcases, cabinets, chairs, credenzas, desks, shelving, tables and similar items common to state offices.
The State and Federal Property Reuse Program Office facilitates and ensures recycling of used office furniture that is still sound and, therefore, reusable, thus contributing to reducing expenditures for new furniture and conserving the materials used in the manufacture of office furniture.
When an agency proposes to dispose of state-owned, nonexpendable surplus property either by sale, by trade-in, or by turning it over to the State and Federal Property Reuse Program Office, or by discarding the property, the agency prepares a Property Survey Report STD. 152 and submits it to the State and Federal Property Reuse Program Office for approval.
When an agency proposes to transfer such property to another agency or to a unit within the agency, the agency prepares a Transfers of Location of Equipment STD. 158.and submits it to the State and Federal Property Reuse Program Office for approval. The agency may use an agency form in lieu of STD. 158 for intra-agency transfers between organizational units accounted for in the same general ledger account.
The agency retains the original copy of the approved STD. 152 or STD. 158, as applicable, in a suspense file, pending final disposition of the property. If the agency sells the property, the agency enters the dollar amount received from the sale and the receipt number on STD. 152, and disposes of the listed property without delay.
The requesting agency and the State and Federal Property Reuse Program Office retain copies of all STD. 152's and 158's in accordance with the general disposition schedule. See SAM Section 1611.
When state-owned surplus personal property is not to be transferred within an agency, the agency submits a Property Survey Report STD. 152 directly to the State and Federal Property Reuse Program Office.
The agency must provide adequate information in the "explanation" section of the STD. 152 and indicate the reason(s) for disposal of the property.
The agency must use a single STD. 152 only for similar items or items being surveyed for the same reason. The agency must use separate STD. 152s when surveying items for different reasons.
When an agency proposes to transfer state-owned personal surplus property to a non-state entity, the agency prepares a Property Survey Report STD. 152 and submits it to the State and Federal Property Reuse Program Office for review and approval prior to final disposition. The recipient of the property must be on record with the State and Federal Property Reuse Program Office as an eligible done, thus indicating the recipient is eligible to receive such property.
NOTE: For vehicles and mobile equipment, submit proposals to the Department of General Services, Office of Fleet and Asset Management for review and approval. For more information, please reach out to FamsSupport@dgs.ca.gov.
An agency can offer state-owned personal surplus property for sale to the general public via an auction sale after the agency has offered the property for use within the agency and after submitting a Property Survey Report STD. 152 to the State and Federal Property Reuse Program Office for review and approval.
When an agency elects to dispose of state-owned surplus personal property through a public sale by auction, the agency must submit a Property Survey Report STD. 152 for review and approval before the auction sale can happen.
State agencies may use Govdeals to auction off surplus personal property. Please see below for the sign-up link and posting link for GovDeals.
For any questions regarding GovDeals, please see contact information below.
Email: customerservice@govdeals.com
Phone: (800) 613-0156 ext. 1
After the successful bidder has paid for his/her items and presented his/her receipt, he/she shall be requested to sign an appropriate delivery receipt to signify that he/she has received the material. When scrap and junk is being sold, the person taking delivery shall either sign a delivery receipt or give the agency a receipt indicating the type and approximate quantity of material removed from the premises.
After the sale of material is completed, the amount of cash received shall be recorded on the approved copy of the Property Survey Report, which is retained by the organizational unit.
Whenever public sales are conducted, a system of checks and balances shall be used. This shall, at a minimum, consist of having separate persons handle the sale and the collection of funds.
State employees may participate in public sales providing they do so in the same manner as the general public. Employees may not use their position, office or prestige to their advantage when participating in sales of materials, nor may they participate on state time.
State agencies may dispose of state owned surplus personal property by means other than the sale of the property, e.g., the property is to be salvaged, recycled, or hauled to a landfill. The agency’s property control officer and unit supervisor shall certify in writing that each disposition has been accomplished. The certification may be included on the STD 152 or attached and filed with the STD 152.
DISPOSITION OF MODULAR SYSTEM (MSF) AND CONVENTIONAL FURNITURE MANUFACTURED BY Commercial ORGANIZATIONS AND THE CALIFORNIA PRISON INDUSTRY AUTHORITY (CALPIA)
Prior to recycling or discarding MSF or conventional furniture, state agencies shall attempt to find other state agencies interested in the furniture for reutilization. If another state agency would like to reutilize the furniture, the owning state agency will transfer the MSF or conventional furniture to the receiving state agency using the STD 158. The receiving agency will be responsible for dismantling and accounting for all MSF pieces and parts and for moving the MSF to the receiving agency’s site.
When reutilization is unsuccessful, state agencies may donate, sell, or recycle commercially manufactured MSF or conventional furniture.
CALPIA MSF or conventional furniture may not be sold. When reutilization of CALPIA MSF or conventional furniture is unsuccessful, state agencies shall recycle surplus CALPIA MSF or conventional furniture. State agencies do not need CALPIA approval to recycle surplus CALPIA MSF or conventional furniture.
Recycling of MSF or conventional furniture may be done through a scrap metal recycling facility located within the state, as defined in Health and Safety Code section 25211(e). State agencies must still submit and receive approval of a STD 152 from the Office of Fleet and Asset Management (OFAM) prior to recycling.
Legal Authority
Government Code 14674
Definitions
Reusable Electronic Equipment
Means any device that requires electric power to operate, that is still usable and retains value. Electric power is typically provided by either plugging the device into an electrical outlet with a cord or by battery for wireless devices. Common examples of reusable electronic equipment include working televisions, microwaves, telephones, computers, monitors, cell phones, printers, and copiers.
E-Waste
Means electronic equipment that is no longer in working condition, irreparable or unusable, or past its agency-identified useful life.
Procedures
State agencies (agencies) are required to reutilize their Reusable Electronic Equipment for which the agency has no further use through the Department of General Services (DGS), Office of Fleet and Asset Management (OFAM), State and Federal Property Reuse Program Office.
Where an agency determines that electronic equipment to still be usable, the equipment should not be considered E-Waste and should be disposed of in accordance with SAM Section 3520.
Where agencies identify surplus electronic equipment with no useful life remaining (E-Waste), agencies are required, to use the services of a California Department of Toxic Substances Control (DTSC)-authorized E-Waste handler. More information is available on the DTSC website.
Agencies shall determine which equipment meets the definition of E-Waste or Reusable Electronic Equipment, per the definitions provided above.
Media Sanitization
Agencies must sanitize all surplus electronic equipment in accordance with SAM Section 5365.3 prior to reutilization or disposal.
Determine whether their surplus electronic equipment is Reusable Electronic Equipment or E-Waste and sanitize all surplus electronic equipment prior to reutilization or disposal in accordance with SAM Section 5365.3.
Submit STD 152s electronically through the California Surplus Property System Portal.
Resources
State departments are encouraged to donate surplus laptops and other portable computer equipment to the foster youth attending a California state college or university. Donation of this equipment is enabled through the Department of General Services (DGS) State Surplus Property Program.
Entities eligible to receive this equipment include the aforementioned institutions of higher education, and non-profit 501(c)(3) organizations associated with those institutions. To donate a computing device to a foster youth, state agencies will follow state surplus property procedures outlined in SAM Section 3520 et seq., and shall ensure the computing device has been sanitized in accordance with SAM section 3520.10.
The device then will then be surveyed out on the DGS California Surplus Property System (CSPS) as a donation and can be delivered to the eligible entity for subsequent distribution to the student.
For more information, please reach out to FederalSurplusProperty@dgs.ca.gov.
The State and Federal Property Reuse Program Office, Office of Fleet and Asset Management (OFAM),Department of General Services, maintains an inventory of office equipment such as computers, desks, chairs, tables, typewriters, and some office machines that are available to agencies on a short term, no-charge, loan basis.
Equipment may be obtained or reserved by contacting the State and Federal Property Reuse Program Office warehouse located at 1700 National Drive, Sacramento, CA 95834.
All types of surplus property equipment may be loaned at no charge for periods up to 30 days.
In emergency situations, agencies requiring long-term use of equipment for which they are unable to fund rental charges may request exceptions to the 30-day loan limit by submitting supporting information to the Manager, State and Federal Property Reuses Program Office, Office of Fleet and Asset Management. Also, if an agency delivers an approved purchase estimate to the State and Federal Property Reuse Program Office, surplus equipment may be loaned to the agency that originated the estimate pending receipt of the purchased equipment without regard to the 30-day limitation.
Agencies are expected to provide transportation for loaned or rented equipment. At the request of renting or borrowing agencies, equipment can be shipped by freight collect, or by common carrier.
Contact
Department of General Services
Office of Fleet and Asset Management
Sacramento, CA 95834
Email: ContactSPR@dgs.ca.gov
Phone: (916) 928-5800