1. Federal Acquisition Services
GSA Auctions ™: Selling Federal Property
Deone McMillan Sales Program Manager Property Mgmt. Div Atlanta, GA

2. Federal Asset Sales Approved Personal Property Sales Centers
Commodity/Type
Sales Methods
Location
USDA
Personal Property
Live
DC Metro
DOI
Aircraft
Live/online
Nationwide
DOD
DOD Surplus
Treasury
IRS Forfeiture
Vehicles
USMS
Forfeited
GSA
All Commodities
Online/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 Center
Full Service Provider
Online/Offline Sales
All Commodities
Nationwide Services
Value 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 Center
Internet
Auctions
Negotiated
Fixed
Price
Live
Drop By
Sealed
Bid
Spot

6. Registration & verification online
Preferred Sale Method
GSA Auctions™
Registration & verification online
Featured items
Flat or Proxy bidding
Overtime features
Bid deposit option
Online Payment

7. Federal Asset Sales GovSales.gov - Single Point of Entry for Citizens
Displays all government assets available for sale
Sales Portal
Through
Includes
Real Property
Personal Property
Surplus
Exchange sale
Seized and Forfeited

9. Federal Asset Sales

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 Price
Auctions
Internet Auction
Live Auction (Value Added Service)
Negotiated
Sealed Bid
Term Contract

15. Federal Asset Sales Goals: Objectives:
Maximize the value received from the sale of government assets
Provide a single point of entry for citizens to find and purchase government assets
Objectives:
Maximize net proceeds from asset sales
Make it easier for citizens and businesses to find and buy government assets
Accelerate asset disposal cycle time
Decrease agencies’ expenses related to sales
Improve the personal property sales process
FAS 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 Sale
What 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 the
property at fixed prices (through the State Agencies for
Surplus Property) to any States, territories,
possessions, political subdivisions thereof, or tax
supported 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 scrap
Property 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 Sale
What 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 evaluated
SCO 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 $15,000
Justification submitted to and approved by head of owning agency
Justification submitted to GSA for approval
Criteria for sales
Re-advertising would serve no useful purpose
Time 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 IPAC
FMV’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 Sales
We want to remain your
Sales Center…
GSA
SALES

23. Federal Acquisition Services
GSA Auctions ™: Types of Sales
Phar`is Allen PhD., DRM
Sales Contracting Officer Property Mgmt. Div Atlanta, GA

24. Categories of Property for Sale
Surplus Property
FMR Part Sale of Personal Property
Exchange/Sale Property
FMR Part Replacement of Personal Property Pursuant to the Exchange/sale Authority
Forfeited Property
FMR Part Disposition of Seized, Forfeited, Voluntarily Abandoned, and Unclaimed Personal Property
Governing authority – 40 U.S.C. 503, 541 through 548, 571, 573 and 574
Two categories of property –
1. Property no longer needed by the agency and survived screening, and
2. 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 donation
Opportunity for the taxpayer to purchase surplus property
Optimize return to the US Government

26. Exchange/Sale Property – FMR Part – Replacement of Personal Property Pursuant to the Exchange/sale Authority
A separate category of federal property
It’s not excess……
Its functionality
is still required for use,
but it’s…..
Worn out
Obsolete

27. Exchange/Sale Property – FMR Part – Replacement of Personal Property Pursuant to the Exchange/sale Authority
Exchange/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 Requirements
Completes 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 pickup
Coordinate with GSA on reserve/upsetprices

30. Upset Prices/Time Frames
Upset price is the lowest price
the agency is willing to accept
Revive Bid -If upset is not met (GSA
will contact you with highest bid)
Our time frames for online
sales are usually 7 or 15 days

31. Custodial Duties Provides the following:
Contact information
Property location
Inspection dates and times
Special requirements for removal
Available during inspection and removal periods
Accountable for the care and handling of
property prior to its removal
GSA does the rest!!

32. GSA Does the Rest Basic Services Offered – Asset lotting guidance
On-line Sales
Secure internet site
Posting of items
Posting of photos
Featured items—listing and homepage
Maintenance of registered bidders
Electronic payment
Automated closing
Bid period extension
Registration verification engine
Collection of bid deposits
Basic Services Offered –
Asset lotting guidance
Sales preparation
Channel management and selection
Asset description and listing preparation assistance
Preparation of award documents
Contract awards
Financial and property line item accountability
Contract administration
Collection and processing of bid deposits
Collection and deposit of proceeds
Distribution of proceeds
Off-line Sales
Advertising of sale event
Maintenance of specialized mailing lists
Printing and distribution of IFBs
Bid opening
Registration of bidders
Auctioneer
On-site Sales Contracting Officer
On-site collection of payments
Follow up collection of defaults/late payments

33. Savings to the Agency No cashier No on-site Contracting Officer
No additional cost for sale site location
Reduces time and labor cost
Reduces storage fees

34. Preferred Sale Method www.gsaauctions.gov
Registration & verification online
Featured items
Flat or Proxy bidding
Overtime features
Bid deposit option
Online 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/reoffer
Continue

38. 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
Shuttle or Non-Shuttle items
The Federal Supply Class (FSC):
User Guide GSAXcess.gov

39. 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.

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 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.

41. Describing Property Standardization Template for Property Descriptions
Vehicles
Miscellaneous Property
Generators
Heavy Equipment
Boats & Boat Motors
Trailers

42. 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

43. Describing Vehicles Vehicle Identification Number (VIN)
Mileage (can be estimated)
Number of Cylinders
Fuel Type – Gasoline or Diesel
Color

44. 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

45. 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)

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 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.

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 Name
Model Number
Serial Number
Quantity
They will also include:
Fuel Type – Gasoline, Diesel
Kilowatts
Hours

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

51. 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.

52. 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: 7BC Used/Operable

53. 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).

54. 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.

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 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

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

58. 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.

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 Investment
Save you time
Limits Rejection/Claims

60. Pictures Why should the picture be rectangular? Type: digital
Format: .jpg
Size: rectangular
Quantity: no more than 12

61. Picture Size
GSAXcess® 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.
Detail
Fill the entire frame with the detail.
Show the entire item plus sectional views.
Clutter
Avoid background distractions.
Use a plain colored fabric backdrop if possible.

63. Personal Property Sales Training MySales
Federal Acquisition Services
Federal Acquisition Services
Personal Property Sales Training MySales

64. What does ‘MySales’ Do? Provides status of property for sale
Withdraw property from sale
Helps with inventory management
My 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 & password
Access code same as GSAXcess user code
Complete Access Request Form & submit
My 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 Items
Withdraw Your Property Items From The Sales Process
Update Your User Information
Authorizing Official’s Name: ____________________________________________________
Title (Area Property Officer or National Utilization Officer): ____________________________
_______________________________________
Authorizing Official’s Signature
Please send your form to: Deborah Leith
MySales Coordinator
2200 Crystal Drive
Crystal Plaza 4, Room 706
Arlington, VA
Telephone Number: (703) or (703)
Fax Number: (703)
Address:
Acess Request Form
Send or Fax

68. Enter Your Access Code 1
Use Default Password 2 3
Hit Login or Enter 4
Change Your
Password

69. Basic functions for Property Custodian
Two functions currently available:
1. Review Your Sale Items
2. Withdraw Property Items from the Sales Process
Custodial Menu:
1. User maintenance
2. Update users
Change passwords
Permission levels for agencies:
Review Sale Items
Withdraw Items from sale
Update Your User Information
Custodian User Maintenance
Basic functions for Property Custodian

70. Only Available to Persons Designated By Agency
Two functions currently available:
1. Review Your Sale Items
2. Withdraw Property Items from the Sales Process
Custodial Menu:
1. User maintenance
2. Update users
Change passwords
Permission levels for agencies:
Review Sale Items
Withdraw Items from sale
Update Your User Information
Custodian User Maintenance
Only Available to Persons Designated
By Agency

71. Only Available to Fleet Personnel
Two functions currently available:
1. Review Your Sale Items
2. Withdraw Property Items from the Sales Process
Custodial Menu:
1. User maintenance
2. Update users
Change passwords
Permission levels for agencies:
Review Sale Items
Withdraw Items from sale
Update Your User Information
Custodian User Maintenance
Only Available to Fleet Personnel

72. Update Your User Information
Two functions currently available:
1. Review Your Sale Items
2. Withdraw Property Items from the Sales Process
Custodial Menu:
1. User maintenance
2. Update users
Change passwords
Permission levels for agencies:
Review Sale Items
Withdraw Items from sale
Update Your User Information
Custodian User Maintenance
 Update Your User Information

73. Hit Menu or Back Button to Return to Main Menu
You will Need to Change
the Activity Address Code
Each Time you Need to
View a Different One
Two functions currently available:
1. Review Your Sale Items
2. Withdraw Property Items from the Sales Process
Custodial Menu:
1. User maintenance
2. Update users
Change passwords
Permission levels for agencies:
Review Sale Items
Withdraw Items from sale
Update Your User Information
Custodian User Maintenance

74. Change Your Password

76. Review Your Sale Items

77. Listing of all items

78. Search Options to List

79. Available Items ONLY

81. Detail Item page

82. Withdraw Option

83. Select items to withdraw
Only AVAILABLE items
listed to withdraw
Can Only Withdraw "Available For Sale" Items

84. Confirm withdraw.

85. Confirmation

86. Property Withdrawn Successful
If Status shows Withdrawn on (Date) the item was withdrawn by the Owning Agency
Confirmation
 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 Withdrawn
by Regional Office

88. Most Common Status Messages Used by the Regions for Withdrawn/Return
Withdrawn on (date) because Item is Not Available
Withdrawn on (date) for Agency Use
Returned on (date) due to No Bids received

89. Ultimate Success of Disposal
PAID
Ultimate Success of Disposal
REMOVED

90. Ultimate Success of Disposal
PAID
Ultimate Success of Disposal
REMOVED

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.

93. Questions???