1. Federal Acquisition Service U.S. General Services Administration How to Describe Excess/Surplus Property to Sell Ericka Grim Sales Branch Chief, Fort Worth Property Management Division June 9, 2009

2. Federal Acquisition Service 2 Value to the Customer  Maximum Return on Investment: Prospective property recipient can make an accurate determination of the properties value.  Time Savings: Accurate and complete descriptions will eliminate the need for clarification by property custodian.  Limits Rejection/Claims: Accurate and complete descriptions will aid in reducing the number of U&D rejections or Sales claims.

3. Federal Acquisition Service 3 Preparing to Report Property You must determine…  The Condition and Value of the Property:  Abandonment and Destruction  Report for Disposal  The Property Type:  Non-Reimbursable/Excess Surplus  Reimbursable/Exchange Sale  The Federal Supply Class (FSC):  User Guide GSAXcess.gov

4. Federal Acquisition Service 4 Condition Codes  1 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.

5. Federal Acquisition Service 5 Abandonment/Destruction FMR 102-36.305  An authorized official of your agency makes a written determination that the property:  has no commercial value  the estimated cost of its continued care and handling would exceed the estimated proceeds  Finding is approved by a reviewing official who is not directly accountable for the property.

6. Federal Acquisition Service 6 Property Type Most property reported for disposal is excess/surplus which is required to go through the Utilization and Donation screening. If your property is excess, you will have three options:  No special requirements  Surplus sale proceeds retention  Property was purchased with working capital or revolving funds See FMR 102-36.285 “Disposition of Excess Personal Property”

7. Federal Acquisition Service 7 Property Type Reimbursable property is sold under the Exchange Sale authority.  Its functionality is still required for use, but it’s…..  Worn out  Obsolete  Proceeds are applied to the acquisition of similar property See FMR 102.39 “Replacement of Personal Property Pursuant to Exchange/Sale Authority”

8. Federal Acquisition Service 8 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 class  First two digits: group or major category of commodities  Last two digits: the class or the subdivision within a group  Groups cover a broad range of categories and are further broken down by classes.

9. Federal Acquisition Service 9 You can search for an FSC in one of the User Guides provided from the homepage of GSAXcess®

10. Federal Acquisition Service 10 Federal Supply Class (FSC)

11. Federal Acquisition Service 11 Describing Property Standardization Template for Property Descriptions  Vehicles  Miscellaneous Property  Generators  Heavy Equipment  Boats & Boat Motors  Trailers

12. Federal Acquisition Service 12 Describing Vehicles When reporting vehicles for disposal you must provide the:  Year of manufacture  Make – Name of manufacture  Model – Name of vehicle  Body Style - Sedan (4 door), Coupe (2 door), Pickup, Truck, Cab/Chassis

13. Federal Acquisition Service 13 Describing Vehicles  Vehicle Identification Number (VIN)  Mileage (can be estimated)  Number of Cylinders  Fuel Type – Gasoline or Diesel  Color

14. Federal Acquisition Service 14 Describing Vehicles Your description should also include:  Number of Doors  Transmission 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, 6X6  Tonnage – ¾ Ton, 2 Ton, 5 Ton  License or ID Number

15. Federal Acquisition Service 15 Describing Vehicles Condition 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 Train  Electrical - Heat and Air, Power Options  Cosmetic - Cracked Windshield, Paint, Interior  Accident/Frame Damage (may require salvage title)  Flood Damage (must be disclosed on title)

16. Federal Acquisition Service 16 Describing Vehicles FSC’s 2310 and 2320 – all fields are mandatory except Color Gradient

17. Federal Acquisition Service 17 Describing Vehicles Example: 2000 Ford F150 Regular Cab Pickup, VIN: 1F456123H12345687, 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

18. Federal Acquisition Service 18 Describing Miscellaneous Property Descriptions for miscellaneous property should include:  Manufactures name  Model number  Serial Number/Part Number  Quantity  Other details such as color and size  Condition of property should indicate any known repairs or deficiencies such as parts that are missing or broken.

19. Federal Acquisition Service 19 GSAXcess® required fields for APDE are:  Hardware Type  Equipment Type  Processor You can also include:  Processor Speed  Ram  Hard Disk Size  Hard Disk Status The system default is set to yes for Computers for Learning

20. Federal Acquisition Service 20 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

21. Federal Acquisition Service 21 Describing Generators Generator descriptions should include all the information required for miscellaneous property…  Manufacture Name  Model Number  Serial Number  Quantity They will also include:  Fuel Type – Gasoline, Diesel  Kilowatts  Hours

22. Federal Acquisition Service 22 Describing Generators Example: One lot consisting of: Generators, Onan, mdl: 45G628,45KW, 23 hrs, Gasoline. Repairs Required, parts missing, battery missing, weathered stored outdoors

23. Federal Acquisition Service 23 Describing Heavy Equipment  Descriptions include:  Manufacture  Model  Engine Type and Size  Serial Number  Hours  Fuel Type  Tonnage Condition should indicate if the equipment is operational.

24. Federal Acquisition Service 24 Describing Heavy Equipment Example: One lot consisting of: Backhoe Loader, 1989 Caterpillar, mdl: 426, Perkins diesel engine, shuttle shift w/ manual transmission, 4x4, 10,226 hrs., SN: 7BC04169. Used/Operable

25. Federal Acquisition Service 25 Describing Boats and Boat Motors When reporting boats for disposal you will be required to provide:  Hull ID Number  Year  Manufacture/Make  Model  Body Style (such as pontoon or runabout)  Fuel Type  Number of Cylinders This information is necessary for the Certificate to Obtain Title (SF97).

26. Federal Acquisition Service 26 Describing Boats and Boat Motors Your property descriptions should also include the:  Engine type (inboard or outboard)  Engine size  Length  Horse power  Number of hours on the engine  And trailer information if necessary Some states require outboard boat motors to be titled.

27. Federal Acquisition Service 27 Describing Boats and Boat Motors Example: 1979, Monark, Seville, 26 ft SportBoat, SN: MAK353030379, Gasoline Sterndrive. Repairs required but not limited to cracked hull, engine needs repairs.

28. Federal Acquisition Service 28 Describing Trailers A Certificate to Obtain Title is provided for all trailers sold by GSA, therefore you must provide:  VIN/ID Number  Year  Manufacture/Make  Model  Body Style (such as flatbed, utility, boat)  Length  Number of Axles and Wheels

29. Federal Acquisition Service 29 Describing Trailers Example: 1967 LaCrosse DF6C 20, 40 ft, 2 axel-dual tandem, flatbed trailer, BC:74100, S/N 1043919, good tires. Repairs required, needs decking

30. Federal Acquisition Service 30 Pictures Providing 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 report  any damage to property  Pictures can be edited before the sale if necessary.  Pictures entered in GSAXcess® are forwarded to sales.

31. Federal Acquisition Service 31 Descriptions and Photos Providing accurate and complete descriptions along with clear detailed pictures of your excess and surplus property will….  Ensure Maximum Return on Investment  Save you time  Limits Rejection/Claims