Presentation on theme: "Federal Acquisition Services"— Presentation transcript:
1 Federal Acquisition Services GSA Auctions ™: Selling Federal PropertyDeone McMillan Sales Program Manager Property Mgmt. Div Atlanta, GA
2 Federal Asset Sales Approved Personal Property Sales Centers Commodity/TypeSales MethodsLocationUSDAPersonal PropertyLiveDC MetroDOIAircraftLive/onlineNationwideDODDOD SurplusTreasuryIRS ForfeitureVehiclesUSMSForfeitedGSAAll CommoditiesOnline/Offline
3 Federal Asset Sales Implementation All Executive Branch agencies Must use an approved Sales Center as their sales provider
4 Federal Asset Sales GSA Auctions™ US General Services Administration, Federal Acquisition Service, Property Sales approved Sales CenterFull Service ProviderOnline/Offline SalesAll CommoditiesNationwide ServicesValue Added Services
5 GSA Auctions™…a GovSales.gov partner The GSA Auctions™ Sales Center represents the entire breadth of the GSA personal property sales program including sales services for all commodities of personal property, through all authorized methods of sale such as:GSA Auctions®Sales CenterInternetAuctionsNegotiatedFixedPriceLiveDropBySealedBidSpot
6 Registration & verification online Preferred Sale MethodGSA Auctions™Registration & verification onlineFeatured itemsFlat or Proxy biddingOvertime featuresBid deposit optionOnline Payment
7 Federal Asset Sales GovSales.gov - Single Point of Entry for Citizens Displays all government assets available for saleSales PortalThroughIncludesReal PropertyPersonal PropertySurplusExchange saleSeized and Forfeited
10 GovSales.gov homepage; example to search on Aviation and marine.
11 Sub categories under selected category, Aviation & Marine Sub categories under selected category, Aviation & Marine. Example to search on Aircraft only.
12 Listing of items being sold under selected sub-category.
13 Sample of Item Description page of aircraft selected.
14 Methods of sale may include: Fixed PriceAuctionsInternet AuctionLive Auction (Value Added Service)NegotiatedSealed BidTerm Contract
15 Federal Asset Sales Goals: Objectives: Maximize the value received from the sale of government assetsProvide a single point of entry for citizens to find and purchase government assetsObjectives:Maximize net proceeds from asset salesMake it easier for citizens and businesses to find and buy government assetsAccelerate asset disposal cycle timeDecrease agencies’ expenses related to salesImprove the personal property sales processFAS one of the president’s 24 initiatives for a single point of entry, to maximize net proceeds, easier to find property, accelerate disposal time and decrease agency expenses.
16 What is a Fixed Price Sale? Methods of SaleWhat is a Fixed Price Sale?Fixed Price (Cash and Carry) - At fixed-price sales (also referred to as "Retail"), we post the selling prices on the property and sell the items on a first-come basis.
17 Methods of Sale—May we sell personal property at fixed prices to State agencies?Yes, before offering to the public, you may offer theproperty at fixed prices (through the State Agencies forSurplus Property) to any States, territories,possessions, political subdivisions thereof, or taxsupported agencies therein.
18 Methods of Sale What is a term contract? A term contract is used when an the item to be sold is generated on a continuous basis.Property is usually sold as scrapProperty may include electronics, iron & steel, or aluminum.The sale is much like a sealed bid sale but includes a “term” length of time the contract will be in force.
19 What is a negotiated sale? Methods of SaleWhat is a negotiated sale?While it is the policy to sell property after publicly advertising for bids, when circumstances dictate, personal property may be sold by negotiation, subject to obtaining such competition as is feasible.Invitations to bid are sent to a limited number of bidders.Bids are evaluatedSCO requests “best and final offer”Awards are usually made to the high bidder?Payment and removal requirements are similar to internet sales
20 Negotiated Sales 41 CFR Ch. 101-45.304-2 Fair market value not in excess of $15,000Justification submitted to and approved by head of owning agencyJustification submitted to GSA for approvalCriteria for salesRe-advertising would serve no useful purposeTime does not permit sale by advertised methods
21 Fair Market Value Fair Market Value to Federal Agencies Exchange sale property is acquired from one federal agency to another federal agency.Money usually is transferred from agency to agency by IPACFMV’s are done on SF122’s.Memo to Finance with copy of SF122 with all signatures.ALC’s for both agencies, acquiring and disposing agency
22 Federal Asset SalesWe want to remain yourSales Center…GSASALES
23 Federal Acquisition Services GSA Auctions ™: Types of SalesPhar`is Allen PhD., DRMSales Contracting Officer Property Mgmt. Div Atlanta, GA
24 Categories of Property for Sale Surplus PropertyFMR Part Sale of Personal PropertyExchange/Sale PropertyFMR Part Replacement of Personal Property Pursuant to the Exchange/sale AuthorityForfeited PropertyFMR Part Disposition of Seized, Forfeited, Voluntarily Abandoned, and Unclaimed Personal PropertyGoverning authority – 40 U.S.C. 503, 541 through 548, 571, 573 and 574Two categories of property –1. Property no longer needed by the agency and survived screening, and2. Property that is still needed but may be worn, broken or obsolete.
25 Surplus Property – FMR Part 102-38 – Sale of Personal Property Property that survives utilization and donationOpportunity for the taxpayer to purchase surplus propertyOptimize return to the US Government
26 Exchange/Sale Property – FMR Part – Replacement of Personal Property Pursuant to the Exchange/sale AuthorityA separate category of federal propertyIt’s not excess……Its functionalityis still required for use,but it’s…..Worn outObsolete
27 Exchange/Sale Property – FMR Part – Replacement of Personal Property Pursuant to the Exchange/sale AuthorityExchange/sale authority allows agencies to….“exchange or sell non-excess, non-surplus personal property and apply the exchange allowance or proceeds of sale in whole or in part payment for the acquisition of similar property”
28 Agency RequirementsCompletes SF126 for exchange/sale property not required for screening through GSAXcess®
29 Agency Requirements Provide digital picture and detail description Provide Custodian for inspection and pickupCoordinate with GSA on reserve/upsetprices
30 Upset Prices/Time Frames Upset price is the lowest pricethe agency is willing to acceptRevive Bid -If upset is not met (GSAwill contact you with highest bid)Our time frames for onlinesales are usually 7 or 15 days
31 Custodial Duties Provides the following: Contact informationProperty locationInspection dates and timesSpecial requirements for removalAvailable during inspection and removal periodsAccountable for the care and handling ofproperty prior to its removalGSA does the rest!!
32 GSA Does the Rest Basic Services Offered – Asset lotting guidance On-line SalesSecure internet sitePosting of itemsPosting of photosFeatured items—listing and homepageMaintenance of registered biddersElectronic paymentAutomated closingBid period extensionRegistration verification engineCollection of bid depositsBasic Services Offered –Asset lotting guidanceSales preparationChannel management and selectionAsset description and listing preparation assistancePreparation of award documentsContract awardsFinancial and property line item accountabilityContract administrationCollection and processing of bid depositsCollection and deposit of proceedsDistribution of proceedsOff-line SalesAdvertising of sale eventMaintenance of specialized mailing listsPrinting and distribution of IFBsBid openingRegistration of biddersAuctioneerOn-site Sales Contracting OfficerOn-site collection of paymentsFollow up collection of defaults/late payments
33 Savings to the Agency No cashier No on-site Contracting Officer No additional cost for sale site locationReduces time and labor costReduces storage fees
34 Preferred Sale Method www.gsaauctions.gov Registration & verification onlineFeatured itemsFlat or Proxy biddingOvertime featuresBid deposit optionOnline Payment
35 What Can We Sell? Aircraft and Aircraft Parts ( 5) Boats and Marine Equipment ( 7)Communication Equipment ( 25)Computer Equipment and Accessories ( 119)Construction Equipment ( 8)Electrical and Electronic Equipment and Components ( 47)Agricultural Equipment and Supplies ( 23)Fire Trucks and Fire Fighting Equipment ( 3)Furniture ( 62)Hand Tools & Shop Equipment ( 16)Household/Personal ( 21)Industrial Machinery ( 30)Jewelry & Exotic Collectibles ( 17)Lab Equipment ( 25)Medical, Dental, and Veterinary Equipment and Supplies ( 63)Miscellaneous ( 78)Motorcycles & Bicycles ( 7)NASA Shuttle/Hubble ( 2)Office Equipment and Supplies ( 25)Photographic Equipment ( 12)Trailers, Tractors and Manufactured Housing ( 58)Real Estate ( 101)Vehicles ( 124)
36 Property Roll over into GSA Sales Contracting Officer Request Confirmation Agency Confirm Property Availability Contracting Officer Place Property on Sale
37 Sale runs for 7 to 15 days Sale closes and CO sends successful bidder list to custodian with removal information 2 Days to pay 10 days to remove property Default for non-payment/removal/reofferContinue
38 Preparing to Report Property You must determine…The Condition and Value of the Property:Abandonment and DestructionReport for DisposalThe Property Type:Non-Reimbursable/Excess SurplusReimbursable/Exchange SaleShuttle or Non-Shuttle itemsThe Federal Supply Class (FSC):User Guide GSAXcess.gov
39 Condition Codes1 New - Property which is in new condition or unused condition and can be used immediately without modifications or repairs.4 Usable - Property which shows some wear, but can be used without significant repair.7 Repairable - Property which is unusable in its current condition but can be economically repaired.X Salvage - Property which has value in excess of its basic material content, but repair or rehabilitation is impractical and/or uneconomical.S Scrap - Property which has no value except for its basic material content.
40 Federal Supply Class (FSC) The Federal Supply Classification System permits the classification of all items used by the Federal Government.Items are classified in a four-digit classFirst two digits: group or major category of commoditiesLast two digits: the class or the subdivision within a groupGroups cover a broad range of categories and are further broken down by classes.
42 Describing VehiclesWhen reporting vehicles for disposal you must provide the:Year of manufactureMake – Name of manufactureModel – Name of vehicleBody Style - Sedan (4 door), Coupe (2 door), Pickup, Truck, Cab/Chassis
43 Describing Vehicles Vehicle Identification Number (VIN) Mileage (can be estimated)Number of CylindersFuel Type – Gasoline or DieselColor
44 Describing Vehicles Your description should also include: Number of DoorsTransmission Type – Automatic (AT), Standard (ST)(can include 4 or 5 speed)Options List - Air Conditioning (AC), Power Steering (PS), Power Brakes (PB), Etc.Driveline – 4X2, 4X4, 6X6Tonnage – ¾ Ton, 2 Ton, 5 TonLicense or ID Number
45 Describing VehiclesCondition codes 7, S and X should include as much information as possible. All repairs and deficiencies should be listed.Is the vehicle operable or inoperable.Repairs list should include problems with:Mechanical – Engine, Transmission, Drive TrainElectrical - Heat and Air, Power OptionsCosmetic - Cracked Windshield, Paint, InteriorAccident/Frame Damage (may require salvage title)Flood Damage (must be disclosed on title)
46 Describing Vehicles Example: 2000 Ford F150 Regular Cab Pickup, VIN: 1F456123H , Mi: 87,000, V8, Gasoline, Dark Blue, 2-DR, AT/AC/PS/PB/PDL/PW/CC. Repairs required but not limited to oil leak, air conditioner, flat tire, operable
47 Describing Miscellaneous Property Descriptions for miscellaneous property should include:Manufactures nameModel numberSerial Number/Part NumberQuantityOther details such as color and sizeCondition of property should indicate any known repairs or deficiencies such as parts that are missing or broken.
48 Describing Miscellaneous Property Example:One lot consisting of: Computer, Laptop, Dell, Mdl: 456, est 5; Fax Machines, Brother, Mdl: 678, est 3; and Cell Phones, Nokia, Mdl: 6140, est 10. Repairs Required
49 Describing Generators Generator descriptions should include all the information required for miscellaneous property…Manufacture NameModel NumberSerial NumberQuantityThey will also include:Fuel Type – Gasoline, DieselKilowattsHours
53 Describing Boats and Boat Motors When reporting boats for disposal you will be required to provide:Hull ID NumberYearManufacture/MakeModelBody Style (such as pontoon or runabout)Fuel TypeNumber of CylindersThis information is necessary for the Certificate to Obtain Title (SF97).
54 Describing Boats and Boat Motors Your property descriptions should also include the:Engine type (inboard or outboard)Engine sizeLengthHorse powerNumber of hours on the engineAnd trailer information if necessarySome states require outboard boat motors to be titled.
55 Describing Boats and Boat Motors Example:1979, Monark, Seville, 26 ft SportBoat, SN: MAK , Gasoline Sterndrive. Repairs required but not limited to cracked hull, engine needs repairs.
56 Describing TrailersA Certificate to Obtain Title is provided for all trailers sold by GSA, therefore you must provide:VIN/ID NumberYearManufacture/MakeModelBody Style (such as flatbed, utility, boat)LengthNumber of Axles and Wheels
58 PicturesProviding pictures with your property report can make a big difference in the final selling price.Your pictures should be detailed and clearly display…only items included in the disposal reportany damage to propertyPictures can be edited before the sale if necessary.Pictures entered in GSAXcess® are forwarded to sales.
59 Descriptions and Photos Providing accurate and complete descriptions along with clear detailed pictures of your excess and surplus property will….Ensure Maximum Return on InvestmentSave you timeLimits Rejection/Claims
60 Pictures Why should the picture be rectangular? Type: digital Format: .jpgSize: rectangularQuantity: no more than 12
61 Picture SizeGSAXcess® automatically resizes the pictures to 600 X 400 pixels.A square picture will show some distortion when resized to the shape of a rectangle.
62 Picture Quality Lighting – Detail Clutter Sufficient to show color and details.Avoid shadows.DetailFill the entire frame with the detail.Show the entire item plus sectional views.ClutterAvoid background distractions.Use a plain colored fabric backdrop if possible.
63 Personal Property Sales Training MySales Federal Acquisition ServicesFederal Acquisition ServicesPersonal Property Sales Training MySales
64 What does ‘MySales’ Do? Provides status of property for sale Withdraw property from saleHelps with inventory managementMy Sales – affords federal agencies the means to maintain status of their property reported to GSA to sell and feature to withdraw items.
65 Gaining Access to ‘MySales’ You Need Access code & passwordAccess code same as GSAXcess user codeComplete Access Request Form & submitMy Sales – affords federal agencies the means to maintain status of their property reported to GSA to sell and feature to withdraw items.
67 Acess Request Form Send or Fax MySales Access Request Form PLEASE PRINT:Agency Name: ____________________________________________________Agency/Bureau Code:(2-Digit Agency Code) (2-Digit Bureau Code)Activity Address Code (6-Digits):REQUESTING ACCESS FOR:Name: ____________________________________________________Mailing Address: ____________________________________________________City _______________________________ State ______________ Zip Code _____________Telephone Number (Including Area Code): _________________________________________Fax Number (Including Area Code): _____________________________________________Address: ______________________________________________________________If you have an access code for GSAXcess and would like to use the same access code for MySales, please enter it here: _________ ,otherwise, you will be issued a new access code for MySales.Select Screens to Access:Review Your Sale ItemsWithdraw Your Property Items From The Sales ProcessUpdate Your User InformationAuthorizing Official’s Name: ____________________________________________________Title (Area Property Officer or National Utilization Officer): ___________________________________________________________________Authorizing Official’s SignaturePlease send your form to: Deborah LeithMySales Coordinator2200 Crystal DriveCrystal Plaza 4, Room 706Arlington, VATelephone Number: (703) or (703)Fax Number: (703)Address:Acess Request FormSend or Fax
68 Enter Your Access Code1Use Default Password23Hit Login or Enter4Change YourPassword
69 Basic functions for Property Custodian Two functions currently available:1. Review Your Sale Items2. Withdraw Property Items from the Sales ProcessCustodial Menu:1. User maintenance2. Update usersChange passwordsPermission levels for agencies:Review Sale ItemsWithdraw Items from saleUpdate Your User InformationCustodian User MaintenanceBasic functions for Property Custodian
70 Only Available to Persons Designated By Agency Two functions currently available:1. Review Your Sale Items2. Withdraw Property Items from the Sales ProcessCustodial Menu:1. User maintenance2. Update usersChange passwordsPermission levels for agencies:Review Sale ItemsWithdraw Items from saleUpdate Your User InformationCustodian User MaintenanceOnly Available to Persons DesignatedBy Agency
71 Only Available to Fleet Personnel Two functions currently available:1. Review Your Sale Items2. Withdraw Property Items from the Sales ProcessCustodial Menu:1. User maintenance2. Update usersChange passwordsPermission levels for agencies:Review Sale ItemsWithdraw Items from saleUpdate Your User InformationCustodian User MaintenanceOnly Available to Fleet Personnel
72 Update Your User Information Two functions currently available:1. Review Your Sale Items2. Withdraw Property Items from the Sales ProcessCustodial Menu:1. User maintenance2. Update usersChange passwordsPermission levels for agencies:Review Sale ItemsWithdraw Items from saleUpdate Your User InformationCustodian User Maintenance Update Your User Information
73 Hit Menu or Back Button to Return to Main Menu You will Need to Changethe Activity Address CodeEach Time you Need toView a Different OneTwo functions currently available:1. Review Your Sale Items2. Withdraw Property Items from the Sales ProcessCustodial Menu:1. User maintenance2. Update usersChange passwordsPermission levels for agencies:Review Sale ItemsWithdraw Items from saleUpdate Your User InformationCustodian User Maintenance
86 Property Withdrawn Successful If Status shows Withdrawn on (Date) the item was withdrawn by the Owning AgencyConfirmation Property Withdrawn Successful
87 by Regional Office Property Withdrawn If Status shows Withdrawn on (Date) and a Status Message the Item was Withdrawn by the Regional Office Property Withdrawnby Regional Office
88 Most Common Status Messages Used by the Regions for Withdrawn/Return Withdrawn on (date) because Item is Not AvailableWithdrawn on (date) for Agency UseReturned on (date) due to No Bids received
89 Ultimate Success of Disposal PAIDUltimate Success of DisposalREMOVED
90 Ultimate Success of Disposal PAIDUltimate Success of DisposalREMOVED
91 What Can I Expect to Receive if the Item Sells? When an item sells a copy of the Purchaser’s Receipt will be sent via at the time of payment to the owning agency.
92 What Happens if an Item Doesn’t Sell? When an item doesn’t sell, the Sales Contracting Officer (SCO) will contact the owning agency’s Point of Contact (POC) and coordinate a second attempt.If the item doesn’t sell after agreed attempts by the owning agency and SCO, a return letter or an from the Sales Contracting Officer will be sent to the owning agency POC.