Federal Acquisition Service U.S. General Services Administration

Federal Acquisition Service

U.S. General Services Administration

How to Describe Excess/Surplus Property to Sell

Property Management Division/Sales BranchFort Worth, Texas

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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.

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Preparing to Report PropertyYou 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

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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.

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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 proceedsFinding is approved by a reviewing official who is not

directly accountable for the property.

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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”

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Property TypeReimbursable 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”

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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.

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You can search for an FSC in one of the User Guides provided from the homepage of GSAXcess®

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Federal Supply Class (FSC)

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Describing Property

Standardization Template for Property Descriptions

VehiclesMiscellaneous PropertyGeneratorsHeavy EquipmentBoats & Boat MotorsTrailers

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Describing VehiclesWhen reporting vehicles for disposal you must

provide the:

Year of manufactureMake – Name of manufactureModel – Name of vehicle Body Style - Sedan (4 door), Coupe (2 door), Pickup,

Truck, Cab/Chassis

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Describing Vehicles

Vehicle Identification Number (VIN)Mileage (can be estimated)Number of CylindersFuel Type – Gasoline or DieselColor

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Describing VehiclesYour 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, 6X6 Tonnage – ¾ Ton, 2 Ton, 5 TonLicense or ID Number

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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 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)

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Describing Vehicles

FSC’s 2310 and 2320 – all fields are mandatory except Color Gradient

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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

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Describing Miscellaneous Property

Descriptions for miscellaneous property should include:

Manufactures nameModel numberSerial Number/Part NumberQuantityOther details such as color and size Condition of property should indicate any known

repairs or deficiencies such as parts that are missing or broken.

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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

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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

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Describing GeneratorsGenerator descriptions should include all the information required for

miscellaneous property…Manufacture NameModel NumberSerial NumberQuantity

They will also include:Fuel Type – Gasoline, DieselKilowattsHours

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Describing Generators

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

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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.

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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

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Describing Boats and Boat MotorsWhen 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).

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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.

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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.

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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

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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

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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.

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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

Federal Acquisition Service U.S. General Services Administration

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