1. Surplus Forum September 29 – 9 to 11 am Agenda – Updates – Pickup Schedule – Reports – Federal Property Acquisition – SP1/Disposal Types – Questions.

2. Updates Dan Martinez 801-619-7200 danmartinez@utah.gov

3. Non-working Refrigerators will be accepted (Costs for removal of Freon Surplus is paying at this time) Two people should be involved on each SP1 –Discrepancy in qty turned in and qty received –Items being turned in that shouldn’t be Updates and Reminders

4. This Department had two people involved and was cleared of any wrong doing. This Department user was audited and property came up missing.

5. Updating Departments –Administrators are responsible for their department –Adding and Removing Users –Addresses and Distribution Codes Updates and Reminders

6. To remove a user, go to Departments then Department Profile Click on the garbage can at the end of the row with their name

7. To add a Debit Code, go to Departments, Department Profile Click on “Edit to unlock the record, then under type, choose, “Debit”, enter the ELCID under Acct. Code and then enter the Object Code. Click Save when you are finished

8. To find out who the administrators are, go to surplus.utah.gov. Scroll down to Surplus Property Management System

9. Pickups|Deliveries Dan Martinez 801-619-7200 danmartinez@utah.gov

10. Pickups and Deliveries SP1’s which are scheduled for pickup can be viewed in the Pickups/Deliveries section of the surplus program. To view the scheduled pickups click on Departments, then Pickups/Deliveries.

11. Pickups A list of SP1’s that are currently scheduled for pickup will show. Information shown includes: the scheduled pick up date, address where the item will be picked up, SP1#, item, quantity and the surplus truck assigned. Clicking on the plus in the yellow box, shows more details about the item, including the contact person for the SP1.

12. Pickups

13. Deliveries The “Deliveries” tab, lists the SP1 items which are set up for Self Delivery, Interdepartment Transfers and Department purchases. Once the deliveries have been made, place a check in the box to show it has been completed.

14. Reports Dan Martinez 801-619-7200 danmartinez@utah.gov

15. Disposal Tracking Shows the status of SP1’s that have been picked up To view Disposal Tracking: click on Departments, then Disposal Tracking

16. Status in Disposal Tracking Pending – SPO has received the request, it is not scheduled for pickup In Progress – Request has been scheduled for pickup Completed – Items have been picked up and are in inventory Cancelled – All or some of the items on the SP1 have been deleted –The green notes icon will show the reasons why the SP1 was cancelled

17. Disposal Requests Tab Cancelled SP1s are shown in RED Click on the green ‘Notes Icon’ to view reasons why

18. “All items from the Disposal Request were deleted”

19. Disposal Line Items Tab Click on the “+” in the yellow box to see more Click on the green ‘Notes Icon’ to view reasons why.

20. “Item is a computer, was listed as a chair, please resubmit on a new SP1.” After clicking on the plus, you can view the description. It says, “ mauve desk chair, wheels, arms”

21. “Deleted @ Receiving, item was not picked up”

22. Tracking Report Shows the status of SP1’s items that have left the inventory system To view Tracking Report - click on Departments, then Tracking Report

23. Inventory Sales, Department Sales, Recycles, Trade In, etc…

24. Federal Property Acquisition Lorretta Potter 801-619-7218 llpotter@utah.gov

25. Federal Surplus Program What is the Federal Surplus Program? Who uses the program? Changes over the years Who pays for the program?

26. What is the Federal Surplus Program? The Federal Surplus Programs is a Utah State governmental program that is tasked with the responsibility of locating, acquiring and distributing federal surplus personal property to state and local governments and eligible non-profits.

27. What is the Federal Surplus Program? Federal Donation Program Reutilization Transfer Donation Law Enforcement Support Office Federal Contracts Purchasing

28. What is the Federal Surplus Program? Procurement of Federal Property Department of Defense Forest Service General Service Administration NASA etc.. Tracking of Federal Property Eligibility Request Approval Invoice Compliance – (monitoring use)

29. Who uses the Federal Surplus Program? Eligible Donees Utah Cities Utah Towns Utah Counties Utah Law Enforcement Agencies Utah State Agencies Qualified Utah Non-Profits

30. Changes over the Years Property availability The Iraq War has diminished selection of available property and also the government change of stockpiling supplies. Staff Reduced from 5 FTE’s to.10 FTE Acquisition by information system GSAXcess is the entry site for the Federal Excess Personal Property Utilization Program and the Federal Surplus Personal Property Donation Program operated by the General Services Administration

31. Who pays for the program? Internal Service Fund Recover the cost of the operation through service and handling fees Paid by the Donee who acquires the property Donation fee of up to 20% of original cost of property (Last 3 years fees were 3%)

32. SP1 Types Dan Martinez 801-619-7200 danmartinez@utah.gov

33. Turn into Surplus –Standard SP-1 (Most common) Trade-in –On purchase of new equipment Interdept. Transfer –State Agency to State Agency

34. Questions Comments Dan Martinez 801-619-7200 danmartinez@utah.gov