The purpose of this Surplus Property Manual (hereinafter the “Manual”) is to publish the administrative rules and regulations issued by the Department of Administrative Services (DOAS), through its Surplus Property Division (Surplus). These administrative rules govern the activities that Georgia State executive branch entities use to dispose of state surplus personal property and are intended to support the following purposes:  

1.  Save the state (taxpayers) money through centralized redistribution and disposal of unneeded property.
2. Create an audit trail that verifies and validates appropriate property disposal as required by legislation, Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB).
3. Maximize the return for the disposal of state property.
4. Make the surplus property regulations consistent among eligible participants and entities in the state.
5. Provide guidance and facilitate the acquisition of federal surplus/excess property by state participants.
6. Ensure the fair and equitable treatment of all persons who deal with the surplus property system of Georgia.
    

This manual supersedes the Surplus Property Disposal Guide and any revisions to the guide or the manual issued prior to the effective date of this manual.

The mission of the Department of Administrative Services, Surplus Division is:

“To ensure the equitable and appropriate redistribution and disposal of Georgia state and federal personal property to state and municipal government entities, and eligible nonprofit organizations.”

With limited exceptions, surplus is responsible for the final disposition of all state personal property. Additionally, it serves as the State Agency for Surplus Property (SASP), and acts as the federal government’s agent for eligible recipients to acquire federal surplus property.

Surplus is centrally managed out of the administrative office in Atlanta, which is located at:

200 Piedmont Avenue, S.E.
Suite 1804 West Tower
Atlanta, Georgia 30334-9010

Phone: 404-657-8544
Fax: 404-463-2912
Email: surplus.property@doas.ga.gov

For more information, visit the Surplus Division page. 

A review of the key property management life cycle process and roles should provide background for how decisions about surplus property are made.

1. Property Management Life Cycle
   1. Needs assessment and requirements definition: What do we need?
   2. Procurement: Did we acquire the best value for the need?
   3. Utilization and property tracking: Are we using it efficiently?
   4. Disposal: What is the best manner of disposal?
2. Property Roles of the State and State Agencies
   1. State’s property role: All property purchased by or donated to the State, regardless of the funding source is
      owned by the State. As the owner, the State has final decision-making authority over all property management aspects, especially procurement and disposal. (Ownership is defined as “having a legal, rightful title to property.”)
   2. State agencies’ property role: As good stewards of taxpayer funds, all state agencies and employees are responsible and accountable to ensure that state personal property is utilized, tracked, and disposed of in an efficient and effective manner.
3. Surplus Property: The state’s surplus property management process addresses the final step of the property life cycle. Once a state entity no longer has a use for property, DOAS Surplus Property Division is responsible for determining the best utility of that property, which could include inter-entity transfer, sale, or destruction. Understanding key parts of property management helps agencies make informed decisions regarding surplus property.
    

A full glossary is available for this manual, but the key terms for this section are real property, personal property, capital assets, and surplus property. 

The purpose of this section is to provide the legal authority for state surplus property in the State of Georgia, as set forth in the Official Code of Georgia Annotated (O.C.G.A.). The numbers listed refer to the specific title, chapter, and section of the code.

50-5-140: Department to request lists of surplus property: 

• It shall be the duty and responsibility of the head of each department, institution, or agency of the state to furnish, upon written request by the Department of Administrative Services on such forms as provided by it, a list of all surplus personal property held by that department, institution, or agency at the time of the request. These requests may be made by the Department of Administrative Services as often as it deems necessary.

50-5-141: Transfer, sale, trade, or destruction authorized; prohibition of certain employee purchases

• (a) The Department of Administrative Services is authorized and it shall be its duty to dispose of surplus property by one of the following means:(1) Transfer to other state agencies;
  • (2) Sell to the highest responsible bidder for cash;
  • (3) Sell by fixed price; provided, however, that surplus property sold by fixed price shall have been originally purchased by the state for an amount of $5,000.00 or less;
  • (4) Trade in such surplus property on the purchase of new equipment if the Department of Administrative Services shall determine that such action is for the best interest of the state; or
  • (5) Where the Department of Administrative Services shall determine that the surplus property has no value or that the cost of maintaining and selling the surplus property exceeds the anticipated proceeds from the sale of the surplus property, by destruction and disposal and order of removal from the inventory of the department, institution, or agency with such action noted thereon.
• (b) No employee of the Department of Administrative Services or such employee's immediate family member shall purchase surplus property sold by fixed price or negotiated sale; nor shall any person purchase surplus property by fixed price or negotiated sale for the direct or indirect benefit of any such employee or employee's immediate family member.

50-5-142: Commissioner to promulgate rules and regulations

• The Commissioner of Administrative Services shall promulgate such rules and regulations as may be required to carry out Code Sections 50-5-140, 50-5-141, 50-5-143, 50-5-144, and 50-5-146 and shall establish procedures for the disposition of surplus property, including the manner whereby the sale of surplus property shall be advertised and competitive bids for the purchase thereof shall be secured.

50-5-143: Transfer to political subdivision by negotiated sale; conditions

• (a) As used in this Code section, the term "political subdivision" means any county or municipality or any county or independent board of education.
• (b) In addition to the authority provided in Code Section 50-5-141, the Department of Administrative Services shall be further authorized to dispose of surplus property by the transfer of the property to any political subdivision through a negotiated sale if the Department of Administrative Services determines that such sale would be in the best interests of the state, and, under the circumstances, the negotiated sales price would constitute a reasonable consideration for the property.
• (c) When any surplus property is transferred to a political subdivision, pursuant to subsection (b) of this Code section, such transfer shall be subject to the following conditions:
  • (1) The property shall not be resold by any such political subdivision within one year after the transfer without the written consent of the Department of Administrative Services; and
  • (2) The Department of Administrative Services shall have the right, which shall be exercised at its discretion, to supervise the resale of the property at public outcry to the highest responsible bidder if the resale of the property is within one year after such transfer.

50-5-144: Transfer to charitable institutions or public corporations by negotiated sale; conditions

• (a) As used in this Code section, the term:
  • (1) "Charitable institution" means any nonprofit tax-exempt person, firm, or corporation.
  • (2) "Public corporation" means any public authority or other public corporation created by or pursuant to the laws of any state.
• (b) In addition to any other authority provided by Code Sections 50-5-140 through 50-5-143, this Code section, and Code Section 50-5-146, the Department of Administrative Services shall be authorized to dispose of surplus property, including surplus property subject to paragraph (7) of Code Section 50-5-51, by the transfer of the property to any charitable institution or public corporation through a negotiated sale if the department determines that such sale would be in the best interests of the state, and, under the circumstances, the negotiated sales price would constitute a reasonable consideration for the property.
• (c) When any surplus property is sold to a charitable institution or to a public corporation pursuant to subsection (b) of this Code section, the sale shall be subject to the following conditions:
  • (1) The property shall not be resold by the purchaser within one year after the sale without the written consent of the Department of Administrative Services; and
  • (2) The Department of Administrative Services shall have the right and obligation to supervise the resale of the property at public outcry to the highest responsible bidder if the resale is within one year after the sale and, if the resale price exceeds the original negotiated sales price, the amount of the excess shall be paid to the Department of Administrative Services.

50-5-145: Limited application of provisions

• Nothing contained within Code Sections 50-5-140 through 50-5-144 and 50-5-146 shall be construed so as to apply to any real property owned by the state, and such Code sections shall not apply to such property, nor shall such Code sections be construed so as to prohibit the Attorney General from distributing or selling the published reports of the opinions of the Attorney General.

50-5-146: Penalty

• Any person who causes state property having a value of less than $200.00 to be disposed of in violation of this article shall be guilty of a misdemeanor. If such property has a value of $200.00 or more, he or she shall be guilty of a felony and, upon conviction thereof, shall be punished by imprisonment for not less than one year nor more than five years.

The purpose of this section is to provide reference to the legal authority for the acquisition and use of federal surplus property in the State of Georgia as primarily set forth in 41 CFR 101-42.000, 101-43.000, and 101-45.000; and cross-referenced to the Federal Management Regulation (FMR) (41 CFR chapter 102, parts 102–1 through 102–220).

50-5-51: Power, authority, and duty of department 

• The Department of Administrative Services shall have the power and authority and it shall be the department's duty, subject to this part: …
  (7) To establish and operate the state agency for surplus property for the purpose of distributing surplus properties made available by the federal government under Pub. L. 152, 81^st Congress, as amended, to institutions, organizations, agencies, and others as may be eligible to receive such surplus properties pursuant to applicable provisions of federal law. The commissioner may enter into or authorize the aforesaid state agency for surplus property to enter into cooperative agreements with the federal government for the use of surplus properties by the state agency. The commissioner is authorized to enter into contracts with other state, local, or federal agencies, or with other persons with respect to the construction, operation, maintenance, leasing, or rental of a facility for use by the state agency. Further, the commissioner may acquire real or personal property for such purposes;

Key regulations associated with federal surplus property:

• 41 CFR 102 Subchapter B: Personal Property
  • 102-33.5 to 102-33.460 (Management of Government Aircraft)
  • 102-34.5 to 102-34.350 (Motor Vehicle Management)
  • 102-35.5 to 102-35.30 (Disposition of Personal Property)
  • 102-36.5 to 102-36.475 (Disposition of Excess Personal Property)
  • 102-37.5 to 102-37.580 (Donation of Surplus Personal Property)
  • 102-38.5 to 102-38.370 (Sale of Personal Property)
  • 102-39.5 to 102-39.85 (Replacement of Personal Property Pursuant to the Exchange/Sale Authority)
  • 102-41.5 to 102-41.235 (Disposition of Seized, Forfeited, Voluntarily Abandoned, and Unclaimed Personal Property)

This information is provided so state entities will have a better understanding of the disposal options available, and how surplus property can be used by other eligible recipients.  

It is not intended to replace donee eligibility regulations or utilization and compliance restrictions or any other applicable laws or regulations. 

Georgia’s Surplus Program is not an entitlement program.  

Eligible program participants are called “donees.” Donee eligibility is determined on a case-by-case basis in accordance with state and federal laws and regulations. Interested entities must complete the appropriate eligibility application process and must comply with the requirements of periodic updating to retain their eligibility. The following classifications of entities will be considered for participation: 

• All state government agencies, commissions, authorities, and universities are eligible to receive state and federal surplus property. State entities (primarily authorities) authorized by law and electing to manage their own property disposal are still eligible to receive state and federal surplus. However, such transactions will be conducted the same as for a local government, and state property will be conveyed as a Direct Negotiated Sale.
• All local government (county, city, town, etc.) entities are eligible to participate in state and federal surplus property programs.
• Nonprofit organizations classified by the Internal Revenue Service (IRS) as 501 (c) organizations may be considered to receive state and federal surplus property.
• Veteran Service Organizations (VSO) designated by the Secretary of the federal Department of Veterans Affairs are eligible to participate in the federal surplus property program and may be eligible for the state program depending on their business status and service(s) provided.
•  Service Education Activities (SEA) designated by the Secretary of Defense may be eligible for federal DOD property.
• Small Business Administration (SBA) 8A program participants may be eligible to participate in the federal surplus property program. Eligibility is established by the SBA.

5.2(a) Direct negotiated sales to out-of-state political subdivisions and charitable institutions are processed on a case-by-case basis. These customers are not considered eligible program participants, except under limited circumstances where Surplus has determined such a sale would be in the best interest of the state. 

For state surplus property, redistribution is defined as transfers between state entities and/or direct negotiated sales to eligible donees and vendor returns.

In keeping with the mission of equitable and appropriate redistribution of surplus property, the following order of precedence will be generally adhered to for the redistribution of all state surplus property:

1. State Entities
2. Municipal Government Agencies
3. Eligible Nonprofit Organizations (including VSO)
4. Service Education Activities (federal DOD property only)
5. Small Business Administration (federal property only)

Consistent with their fiduciary responsibility, entity heads must: 

1. Establish entity policies, procedures, and systems for the appropriate procurement and tracking of personal property.
2. Delegate responsibility and authority for property oversight to their entity Property Coordinator (PC).
   1. PC is designated by an entity head and is responsible for the entity’s property management. In some agencies, responsibility for vehicle management is delegated to a Fleet Manager.
   2. For the purposes of property transfer or disposal, the PC is the primary entity contact, and will always hold the surplus designation as an “authorized” user.
3. Ensure compliance with the Georgia State Properties Commission policy (SPC: 01 Asset Management: Proper Shutting Down of Vacant Buildings) in the disposal of assets related to a building closure.
4. Surplus employees do not have access to entity asset inventory management tracking systems. It is the individual entity’s responsibility to update their property and asset disposition records for audit purposes.
    

1. Donees
2. Surplus Authorizations
   1. Authorized User 
      1. Has authority to conduct all matters of business pertaining to the acquisition, utilization, and disposal of surplus. Can obligate entity funds.
      2. Delegates entity personnel as Property Selector.
      3. Entity heads are always Authorized Users. 
   2. Property Selector
      1. Authorized to select property and obligate entity funds.
      2. May not authorize other entity personnel.

Notes: 

• Agencies may have more than one Authorized User.
• Surplus maintains lists of other key entity officials, such as the entity head and Chief Information Officer (CIO), for the disposal of electronic materials.

For a period of 12 months from the date of transfer, all state surplus property is subject to the following restrictions:

1. Property may only be used for official entity purposes; personal use is not authorized.
2. Only donee employees listed in the entity selector list may sign for receipt of property.
3. The state reserves the right to approve or deny property transfers based on equitable and appropriate redistribution. Appropriateness for donee use is also assessed. Property acquired must be used by the donee organization for the intended purpose. Personal use of donated property is prohibited. 
4. Property title and custody must be maintained by the donee for the restriction period. Property may not be sold, traded, loaned, cannibalized, or destroyed without permission from Surplus.
5. Surplus personnel may conduct utilization visits any time during the restriction period. Donees found noncompliant may be required to return the property, forfeit the service fee paid, and/or have accessorial fees assessed at the discretion of DOAS.

State employees other than DOAS employees are permitted to participate in the public sale of surplus property. To prevent the appearance of impropriety and in keeping with the Governor’s Code of Ethics, DOAS employees and their immediate family members are prohibited from participating in any sale, auction, or transfer of surplus property to the public. [O.C.G.A. 50-5-141(b)]

All other purchasers (including but not limited to state employees and their family members) must certify that any transactions in which they are involved do not and will not violate the provisions of O.C.G.A. 45-10-20 in any respect.

A state entity may offer the opportunity for state employees to purchase state property that is being disposed of if the expected return is less than $50. If the expected value of the property is greater than $50, a state entity should submit the item to public auction, in which state employees can also participate.

See 14.4 Electronic Disposal Options for special instructions on the sale of electronic equipment.

DOAS retains only the funds needed to operate the program and will return the remaining proceeds to all state agencies utilizing the program in an equitable manner.

The expected reimbursement rate will normally range between 40-60%. The reimbursement rate is evaluated each fiscal year and adjusted, if necessary, to cover fluctuating operating expenses. Reimbursement payments to agencies will be made through monthly ACH payment. 

The parameters for calculating payments are:

• The first $100 of all transactions (by piece or lot) will be retained by DOAS as a basic service charge.
• All inter-agency transfers of state assets will be conducted at zero cost.
• If there are excess funds which more than cover operating costs at fiscal year-end, DOAS will conduct a “true-up” and reimburse all participating agencies during that fiscal year on a pro-rata basis based on total transactions.
• Proceeds of high value assets -- for example heavy equipment or aircraft -- after the first $100 will be processed as follows:

• Sale Amount	Percent to Entity	Surplus Cap
  $101 to $9,999	55%	N/A
  $10,000 to $49,999	75%	$7,500
  $50,000 or more	90%	$10,000

• Agencies are responsible for transportation and equipment preparation fees (e.g. decal and “wrap” removal, towing, etc.).
• There is no reimbursement for the disposal of “scrap” electronics. (See Chapter 14 for additional information.)

“Direct Negotiated Sales” to donees are technically a donation with a service charge. This stems from the fact that transfer of property title (ownership) does not occur until certain conditions are met as stated in Section 6.3. Property title transfers to public buyers as soon as payment is received, and the item is removed. 

The following chart describes the conditional restriction period:

Surplus property transactions are “virtual disposals,” meaning that the property remains with the custodian entity while it is processed and disposed. 

The virtual disposal process is:

• Cost effective – Reduced transportation and handling costs
• Flexible – Entity determines the disposal start time
• Available statewide – Assets are available within the local community

The Surplus Property Division utilizes Asset Works (AW), a web-based program, to process the disposal of all surplus property. This allows for single point access to all surplus processes and information. State entities must designate personnel to have access to the program. The program tracks the entire disposal process, creating an audit trail that shows each step in the process and who initiated it. 

There are three User Profiles for entity property personnel:

• User
  • Enters disposal requests
  • Runs entity reports
• Manager
  • Enters disposal requests
  • Approve disposal requests
  • Runs entity reports (If an entity elects to allow only one individual to enter and approve disposal, they must have the manager profile.)
• Director
  • Runs entity reports

AW User Profiles are different than the previously discussed Property Management Roles. Authorized Users and Property Selectors may dispose of and acquire state and federal surplus property for an entity. AW User, Manager, and Director profiles only denote permissions in the AW system. Individuals may hold both a Property Management and an AW User role, but each requires separate entity designation.

The system also allows agencies to manage asset disposal at individual locations as well as entity-wide. Agencies may also elect to control disposal through pre-established approval processes.

Personnel assigned to manage entity assets must enroll in an online training program. Once successfully completed, authorized individuals will be provided with program access.

Surplus can process the request more efficiently if these steps are taken:

• All fields are required – property must be identifiable to be sold.
• List addresses and contact information where the property is physically located.
• Keep like items on single requests – do not mix disposal processes like electronics with furniture.
• Enter complete “packages” including photos, product information sheets, etc. at one time.
• Inform Surplus of convenient inspection and removal times, barriers to, or facilities for removing property. Caution: Parts and components must not be removed once an item is reported. If this occurs, contact the Surplus Property Division immediately.

Note: Unique circumstances may require special handling, additional information, and/or photos.

When photographing an item for disposal, think of what visual information should be captured to best communicate the details and condition of the item to a potential customer. A picture is worth a thousand words.

1. Designate a staging area. This area should allow pictures to be taken without other items in the background. The background should not have activity and should be clear; for example, when taking vehicle pictures, other vehicles should not be in the background. Inside a warehouse, use a tarp to cover background items that cannot be easily moved. Customers might assume all items pictured are being offered for sale, even if the camera is focused on one item and the written description is specific.
2. Turn off Date/Time stamp, if your camera has this setting on.
3. Capture key details. Take as many photos from as many angles as necessary to accurately show the item. Take close shots that show item details such as data plates, control panels, mechanical or electrical components, and connection points of items that must be disconnected or disassembled for removal. Photograph the wire plug end, if applicable, and any item damage.
4. Use correct lighting. Any lighting or sun should be behind the camera. Watch for shadows that hide details.
5. Designate folder(s) to store the pictures on your computer. This will help keep things organized and make it easier to attach your photos to the Transaction Request.
6. Save in the correct file format. The picture format must be .jpg and sized to 600 x 400 (1 MB). If using MS Office Picture Manager,resize to “Pre-Defined” selection, Web-Large (640x480). If the photo is taken with a mobile phone, size it to “Medium” and attach it to the transaction request. 
7. Name pictures for easy identification. When submitting multiple items on a request (the system limit is five attachments per line), rename photos in the same way the items are listed by line item on the Transaction Request. Additional photos may be added to separate lines.

Note: There are special photo requirements for vehicles. See 13.6 Vehicle Photo Requirements for details.

The following information is helpful to know and may be requested when describing the property.

• Date taken out of service
• Operational status
• Acquisition cost
• Any kind of damage
• Brand
• Manufacturer
• Model
• Year
• Serial Number
• Weight
• Dimensions
  • Height
  • Length
  • Width
• Engine-specific information 
  • Number of cylinders
  • Size
  • Horsepower
  • Hours
  • Fuel type
    • Gas
    • Diesel
    • Propane
    • Electric
• Electrical item information
  • Voltage
  • Hertz
  • Plug type
    • Single
    • Three-Phase
• VIN (Vehicle Identification Number)
• HIN (Hull Identification Number)
• Generator-specific information
  • KW size
  • Mounting, if applicable
    • Skid-mounted
    • Trailer-mounted
  • Tank size (in gallons)
  • Tank material 
    • Fiberglass
    • Metal
    • Poly
    • Other

An intra-agency transfer occurs when property is moved between internal business units of the same entity. 

Before submitting a surplus property request, each entity should be certain the property cannot be used by someone else in the entity, including at other physical sites. If the property physically resides within the custodian entity, property that is moved between internal business units does not require DOAS approval. 

Examples:

• The Georgia Department of Corrections (GDC) moves property between facilities (The property remains within GDC.)
• Atlanta Technical College moves property to Wiregrass Technical College (The property remains withing the Technical College System of Georgia.)
• The University of Georgia moves property to Georgia State University (The property remains within the University System of Georgia.)

Note: The Surplus Property Division will not issue transfer authorization numbers for these transactions.

An inter-agency transfer occurs when property is moved between state agencies or entities. Since the property is owned by the state, these transfers are conducted at no cost to either entity.

1. The custodian entity enters a transaction request in Asset Works, selecting Transfer as the method.
2. The entity manager approves the transaction.
3. Surplus virtually receives the request and verifies the receiving entity's eligibility.
4. Surplus completes the transfer in Asset Works.
5. The custodian entity completes the physical transfer.
6. The receiving entity adds the asset to its property inventory records.

A direct negotiated sale (DNS) is used for redistribution from a state entity directly to an eligible local government or nonprofit. 

There is always a fee for a DNS. When discussing property with the receiving entity, do not promise it for free or a nominal fee (e.g., $1). Price and conditions are established by the Surplus Property Division, which must approve the transaction, generate the invoice, and collect the funds. The price must constitute a reasonable consideration for the property and is established by comparing market value, quantity, condition, and any extenuating circumstances.

1. The custodian entity enters a transaction request in Asset Works, selecting Transfer as the method.
2. The entity manager approves the transaction.
3. Surplus virtually receives the request and verifies the receiving entity's eligibility.
4. Surplus completes the transfer in Asset Works.
5. The custodian entity completes the physical transfer.
6. The receiving entity adds the asset to its property inventory records.
7. The surplussing entity removes the asset from its property inventory records.

For a period of 12 months from the date of transfer or sale, all state surplus property is subject to the following restrictions:

1. Property may only be used for official entity purposes; personal use is prohibited.
2. Only donee employees listed on the entity selector list may sign for receipt of property.
3. The state reserves the right to approve or deny property transfers based on equitable and appropriate redistribution, and appropriateness for donee use.
4. Property acquired must be used by the donee organization for the intended purpose.
5. Property title and ownership must be maintained by the donee for the restriction period. Property may not be sold, traded, loaned, cannibalized, or destroyed without permission from Surplus Property Division.

The Surplus Property Division may conduct utilization visits any time during the restriction period. Donees found to be noncompliant may be required to return the property, forfeit the service fee paid, and/or have accessorial fees assessed at the discretion of the Department of Administrative Services.

Vendor return occurs when state agencies trade-in material in exchange for some concession when acquiring new, like property. Vendor return transactions must be submitted to and authorized by Surplus. 

Requests for vendor return will not be approved by Surplus without documented benefit to the state. For instance, the advantage can be a discount on the new material, cost avoidance on the removal/disposal of the old property, or a combination. 

Examples include: 

• IT/computer replacement procurements (vendor agrees to remove old equipment)
• Capital equipment procurement (e.g. tractors)
• Building systems replacement (e.g. HVAC removal)
• “Totaled” vehicle damage where the other party pays for liability
• Weapon upgrades from a statewide contract

A vendor return requires the following steps:

1. The custodian entity enters the transaction request in Asset Works,  selecting V as the method, and enters the supplier contact information with supporting documentation describing the benefit(s) of the proposed trade-in.
2. The entity manager approves the transaction.
3. Surplus receives the request, verifies the receiving entity's authorization, verifies the request is appropriate for “new, like property,” and verifies the provisions of the agreement convey a benefit to the state.
4. Surplus issues a trade-in authorization via email.
5. The custodian entity completes the physical transfer.
6. The custodian entity removes the returned asset(s) from its property inventory records.

• Ensure the property is accounted for and available before the sale is posted.
• Inform Surplus of convenient inspection and pick-up days and times. Personnel must be available during these times.
• Inform Surplus of any pick-up restrictions (i.e. located on second floor, no elevator, loading dock available) so customers are prepared with the correct equipment.
• Read the public sale terms and conditions (Appendix C) to better understand the agreement between the buyer and the state. It is written to protect both parties.
• Do not discuss, promise, or guarantee condition, parts, pricing, etc. It is the buyer's responsibility to inspect items prior to bidding.
• Do not release property to anyone without a signed bill of sale.
• Do not accept any form of payment.
• Contact Surplus if there are any issues with a customer, including dissatisfaction with item condition or description. Once property is removed, Surplus has limited options to resolve any issues.

Internet auctions are the preferred method for public sale of property because:

• Having a wide-reaching, international audience promotes competition and generally higher
  prices.
• Fast, specific sales criteria can be programmed into the sale such as starting price,
  reserve price, or selling time.
• Auction sites have niche markets allowing Surplus to better focus sales.

An internet auction includes these steps:

1. The custodian entity enters the transaction request in Asset Works, selecting IS as the method.
2. The entity manager approves transaction.
3. Surplus virtually receives the request and posts a listing on the appropriate auction site.
4. Surplus answers customer questions, conducts the sale, contacts the winning bidder, and collects payment.
5. After submitting payment, winning buyers are issued a bill of sale. They must then contact the custodian entity to arrange a pick-up appointment. They will present the bill of sale at the appointed pick-up time as proof of payment prior to removing the property. 
   1. Buyers have five business days to pay and five days to remove the property.
6. The custodian entity completes the physical transfer and returns a copy of the signed bill of sale to the Surplus Division. 
7. The custodian entity removes the asset from its property inventory records.

Retail sales are intended to give agencies an opportunity to offer low-cost property directly to their local communities 

These sales are particularly suited for the disposal of office furniture and small items; however, they may not include electronics, and the original acquisition value of an item must be less than $5,000 to qualify.

Retail sales are not intended to bypass other disposal methods that generate higher returns or ensure equitable acquisition opportunities. 

Items with an expected return of $50 or more should be offered through an internet auction.

State employees may participate in retail sales, but such sale opportunities must be made available to all employees.

A retail sale requires the following steps:

1. The custodian entity enters the transaction request in Asset Works, selecting RS as the method, and providing buyer contact information under “Receiving Agency.”
2. The entity manager approves the transaction.
3. Surplus receives the request.
4. Surplus conducts the sale and sends the buyer an invoice. 
5. The buyer pays through the online payment portal and is issued a bill of sale. The buyer will present the bill of sale at the appointed pick-up time as proof of payment to remove property.
   1. Buyers have five business days to pay and remove the property. 
6. The custodian entity completes the physical transfer. 
7. The custodian entity removes the asset from its property inventory records.

Authorized Disposal includes these steps:

1. The custodian entity enters the transaction request in Asset Works, selecting AD as the method.
2. The entity manager approves the transaction.
3. Surplus receives the request.
4. If approved, Surplus issues an affidavit of disposal and notifies the custodian by email.
5. The custodian entity disposes of the property by one of the following methods:
   1. Witnessed on-site destruction
   2. Removal by approved vendor
6. The custodian entity completes the affidavit of disposal for its property inventory records.
   7. The custodian entity removes the asset from its property inventory records.

The affidavit of disposal (AD) provides two options for disposal -- destruction or donation: 

1. When property is designated for destruction, it must be rendered unserviceable and disposed of in an environmentally-friendly manner). The property coordinator or custodian should check the appropriate box on the affidavit and execute the remainder of the form.
2. For items that are unsold, but are still serviceable, the custodian entity may elect to contact a local nonprofit (IRS 501(c)) organization and donate the property in lieu of disposal. 
   1. This option may also be used for equipment that has scrap value but is not physically destroyed on site. Agencies are encouraged to develop a network of nonprofits for donation and are cautioned when exercising this option to not show favoritism to any specific entity.

Prior approval from Surplus is required before destruction/disposal. See instructions for completing the form in Appendix A.

Report all vehicle accidents within 48 hours to DOAS Fleet Management by calling 877-656-7475. 

The staff is trained to assist you by ensuring that the entity is properly represented and that the state vehicle is repaired or replaced in a cost-effective manner.

If the vehicle is totaled and is not covered under the state’s Auto Physical Damage (APD) program, it is the entity’s responsibility to conduct the surplus disposal by entering the disposal request into Asset Works.

The general process consists of the following steps:

1. Custodian entity enters the Transaction Request in Asset Works, selecting T under the method. The listing must contain:
   1. Vehicle Description (Make, Model, Year)
   2. Vehicle Identification Number (VIN)
   3. Mileage
   4. General Condition (Excellent, Good, Fair, Poor)
   5. Copy of front and back of original title as an attachment.
2. Entity manager approves transaction.
3. Surplus receives the request.
4. Surplus staff will determine the disposal method that best meets the state’s needs, including redistribution or public sale. The transportation costs will be established as part of this decision.
5. Office of Fleet Management (OFM) will move or remove the asset record in VITAL when a vehicle is transferred or sold
6. Entity releases the vehicle, title, and keys to the new owner upon transfer to the donee or public buyer sale.
7. Custodian removes from entity inventory property records.

Supplier disposal will generally be the disposal method of choice if:

• Vehicle is within 50-mile radius of vendor facility.
• There are no secure storage options at the state location.
• State facility is not open to the public for security reasons.
• Vehicle has been disabled or damaged and storage will add cost to disposal.

1. Entity Responsibilities
   1. Move vehicle to supplier. Entities have the following choices for transporting vehicle to vendor:
      1. Entity may deliver the vehicle(s) to the supplier once Surplus approves and establishes a delivery appointment.
      2. Entity elects to utilize the supplier’s transport company. The contract includes negotiated towing fees, contact Surplus for current entity rates. Vendor bills entity directly for transportation costs.
   2. Entity will remove the license plate and all state markings or stickers.
   3. Entity will send the original, signed title with the vehicle.
      1. The owning entity must print their entity’s name on the Transferor’s (Seller’s) first line. The authorized representative must sign on the Transferor’s (Seller’s) second line.
2. Supplier Responsibilities
   1. Inspect the vehicle and complete any required inspection form.
   2. Remove decals if entity has failed to (this will be billed back to the entity)
   3. Take required photos (See 13.6 for minimum requirements.)
   4. Make available for redistribution to eligible donees
   5. Sell to the public any vehicles not redistributed

On-site disposal will generally be the disposal method of choice if:

• Transportation costs exceed the vehicle’s FMV.
• Secured storage is available.
• Entity has other compelling reason not to transport to vendor.
• Have staff available for customer inspection at designated times.

1. Entity Responsibilities
   1. Custodian entity enters the Transaction Request in Asset Works (one vehicle per Transaction Request), selects T under the method. The listing must contain:
      1. Vehicle Description (Make, Model, Year)
      2. Vehicle Identification Number (VIN)
      3. Mileage
      4. General Condition (Excellent, Good, Fair, Poor)
      5. Completed Vehicle Inspection Form
      6. Market quality photos of the vehicle (See 13.6 Vehicle Photo Requirements for guidance.)
      7. A copy of the front and back of the title (Note: The title must be in the custodian entity’s name.)
      8. Original title must be available and transferred with the vehicle.
      9. The purchaser’s information and buyer’s signature are left blank until the vehicle is sold or redistributed. This information is completed when the vehicle is picked up by the donee or the internet customer.
      10. Do not sign the title over to DOAS Surplus.
2. Entity manager approves transaction.
3. Surplus receives the request.
4. Custodian verifies that the keys for the vehicle are available.
5. Custodian removes:
   1. License plate
   2. Entity decals (Please do not spray paint over the decals. This is the number one customer complaint about surplus vehicles. A hair dryer or heat gun will loosen most decals for easy removal.)
6. Once a bill of sale or paid invoice from Surplus is provided, the Custodian will:
   1. Sign the title over to the buyer.
   2. Give the keys to the customer. 

Note: The bill of sale will be the custodian’s authorization to remove the vehicle from their inventory records. If someone other than the buyer listed on the bill of sale picks up a vehicle, they must have a power of attorney executed by the buyer in addition to the bill of sale. (Please see Power of Attorney Usage - Motor Vehicle on the Department of Revenue website for more information regarding power of attorney in these instances.)

1. The custodian must print their entity’s name on the transferer’s (seller’s) first line. The authorized representative must sign on the transferer’s (seller’s) second line.
2. The purchaser’s information and buyer’s signature are completed when the vehicle is picked up by the donee or the internet customer.
   1. When the vehicle is sold to a company rather than an individual, the purchaser’s legal name must be the company name. In this case, the company representative receiving the vehicle prints their name, followed by the word “for” and the company name. For example, John Public for ABC Auto. 

1. Take the pictures on the lowest density setting for the camera. This is the setting that allows the most pictures to be taken. Software for editing photos (included with your camera) should be loaded onto the PC. In case you cannot find this software, contact your agency computer support for available photo editor options.
   1. Format: .jpg.
   2. File size: maximum of 1MB (600x400 pixels).
   3. Store your pictures in designated folder(s) for easier retrieval.
2. Record picture numbers on the Vehicle Inspection Form. This is an important step that will allow you to quickly identify the desired pictures for uploading. Use the form to make notes about the item as photos are taken.
3. Designate a staging area. This area should allow pictures to be taken without other items in the background. The background should not have activity and should be clear. For example, when taking vehicle pictures, other vehicles should not be in the background. 
4. Any lighting or sun should be behind the camera. Do not let your shadow show in the photo.
5. Required Views: These are the minimum required views. Photos generate interest and bring better sales value. “More is better” when it comes to photos. 
   1. Take one picture from front driver corner and one from the rear passenger corner. These two views should allow a good presentation of the vehicle’s exterior.
   2. Take two interior photos or the front and rear seats (if applicable) with the door(s) open.
   3. Take a picture of engine and any special items you may want to feature.
   4. Any other damage must also be photographed.
   5. Unusual features: Take as many views as necessary to accurately show all aspects of the vehicle.
      1. Take additional interior photos of the back of vans and pickups
      2. Take photos of any attachments, such as ramps, hoists, or other specialized equipment.

Acquisition Guidelines for Agencies

• Vehicle transfers between state entities are approved by DOAS Office of Fleet Management (OFM). See Policy 10 for full instructions.
• Law enforcement pursuit vehicles will not be transferred to any state entity, except where required by law. Local government law enforcement agencies will have priority for all pursuit vehicles.
• The service charge to local governments and nonprofits for vehicles and light-duty pickups will generally be determined to be 35 percent of the published Kelly Blue Book retail vehicle value (adjusted for mileage and condition). Vehicle condition, type and availability may affect this pricing.
• Vehicles may be placed on “Hold” for five business days for local governments and nonprofit organizations to review for redistribution. State entities must submit a vehicle request to OFM for the vehicle on file and the hold will remain in place for as long as necessary to obtain authorization.
• Vehicle requests must meet the needs of the donee organization as established in their eligibility determination. Special purpose vehicle transfers will be restricted to agencies whose mission meets the purpose for which the vehicle was intended.
• Depending on model availability, Surplus may authorize the usage of special use vehicles to donee agencies rather than selling at auction.
• DOT heavy equipment redistribution values are determined by averaging the sale prices of all like vehicles in the inventory history and the current market value. This price is not negotiable. If there are extenuating conditions, only Surplus may change the price.
• DOAS Surplus reserves the right to deny any transaction at its discretion.
• No vehicle more than 15 years old (counted as the difference between the model year and the current year) may be made available for purchase or transfer
• No vehicle with a broken or rolled over odometer may be made available for purchase or transfer, unless: 
  • Mileage can be established by OFM records
  • The vehicle is non-road worthy and will be used by a technical school or public safety training center for educational purposes
  • The vehicle is a historical vehicle and will be used for display or public relations

By the nature of their work, many state agencies create and maintain data on the public whose privacy must be protected. There are several laws enacted to ensure this protection. Principal among them are the Health Insurance Portability and Accountability Act (HIPAA) and Sarbanes-Oxley Act, both of which apply to state government operations.

Just as an entity would not send a file cabinet full of records to another entity for disposal, neither must electronic records leave an entity’s control. Agencies must ensure they are in full compliance with Georgia's Enterprise IT Policies, Standards, and Guidelines on electronic media disposal, information risk management, and others.

Electronics contain heavy metals as well as other components that are known to be hazardous. Consequently, electronic components that are not in commerce (i.e. a CPU being sold as a CPU) are subject to environmental disposal regulations. 

All electronic components that have been designated as scrap must be transferred to the an authorized disposal site for destruction. Under no circumstance should state entities dispose of electronic components as refuse (trash, landfills, etc.) or by any other means than a DOAS-contracted supplier.

Only the entity head or the senior IT official – such as Chief Information Officer (CIO) – may certify that all data and programs have been removed from electronic equipment that will leave the entity’s control for purposes other than destruction. Surplus will maintain the authorization as part of the entity’s eligibility file.

Electronic devices are not suited for the Retail/Fixed Price Sale method. Cellular devices, laptops, tablets, and other electronic devices must be disposed of through other methods.

1. Custodian entity enters the Transaction Request in Asset Works, selects ELC under the Method.
2. Entity manager approves transaction.
3. Surplus “receives” the request.
   1. Transfer to another state entity:
      1. Agencies may transfer equipment to other state entities without removing the data storage devices.
      2. All data must be removed from any storage device.
      3. Transfer requests in Asset works must be approved by the entity head or CIO. This approval is the entities’ certification that all data has been removed. Other documents from the entity head or CIO authorizing the transaction may be attached to Transaction Request.
      4. All entity asset identification tags must be removed prior to transfer.
   2. Direct Negotiated Sale (DNS): Agencies may request a DNS of electronic equipment to authorized surplus donees (municipal government and eligible nonprofit entities).
      1. All data storage devices must be removed prior to transfer and must be sent to the authorized supplier for final disposition
      2. The state will not release electronic equipment that contains a data storage device to these customers.
      3. DNS requests in Asset works must be approved by the entity head or CIO. This approval is the entities’ certification that all data has been removed. Other documents from the entity head or CIO authorizing the transaction may be attached to Transaction Request.
      4. These devices must be transferred to the Surplus authorized disposal site for destruction.
      5. All entity asset identification tags must be removed prior to transfer.
   3. Vendor Return:
      1. Many procurement contracts for electronic equipment include an option for vendor disposal of the item at the end of life cycle as part of the acquisition cost. These agreements assist state agencies in identifying and managing total cost of ownership of these assets.
      2. Requests for disposal authorization under these agreements will be classified as a Vendor Return as outlined by the GA Procurement Manual and authorized by Surplus.
      3. Agencies are required to ensure that all data has been removed from storage devices and asset identification tags have been removed prior to its return.
   4. Public Sales:
      1. Electronic equipment may be sold to the public; however, all data storage devices must be removed prior to transfer.
         1. The state will not under any circumstance release electronic equipment that contains a data storage device to the public.
      2. Public sales requests in Asset works must be approved by the entity head or CIO. This approval is the entities’ certification that all data has been removed. Other documents from the entity head or CIO authorizing the transaction may be attached to Transaction Request.
      3. All entity asset identification tags must be removed prior to transfer.
      4. Additionally, this equipment may not be cannibalized other than removal of the hard drive(s). Items must be listed completely (full description) and accurately to the piece. Like items must be consolidated.
   5. Destruction (ELC/AD):
      1. Agencies may designate electronic equipment as scrap and request destruction authorization. Transaction request must show the actual piece count for the property by item description.
      2. Data storage devices and identification tags need not be removed for destruction; however, this material must be sent directly to or picked up by the Surplus vendor for destruction.
      3. All data storage devices that have been removed must be sent to the authorized vendor for final disposal.
      4. Affidavit of Disposal is not required if ELC # is provided.

Surplus has an agency contract for the disposal of all electronic equipment. The contract requires that all disposals conform to US Environmental Protection Agency (EPA) regulations and that all data storage devices are destroyed in a way data is unrecoverable. Essentially, all electronics are de-manufactured (shredded) to their base components (plastic, metal, glass, etc.) that are then recycled. Use of the DOAS contract is mandatory.

Entities may choose to deliver their electronics to the supplier or have them picked up.

Under the current agreement, the supplier will pick up all e-scrap with a minimum of 10 pieces (CPU, monitor, printer, keyboard, copier). Entities are not required to remove hard drives if this option is selected. Pick-up will occur within 15 business days from the date the entity is contacted by the supplier.

Entities may choose to deliver electronics to the supplier’s location at their own expense. All disposals must still be pre-authorized by Surplus and appointed with the supplier. Whether picked up or delivered, there is no charge to the entity. Contact Surplus for supplier location and directions.

Since the final disposition of missing or stolen property is unknown, Surplus is not able to issue authorization for the removal of the property from the entity’s inventory. The entity Property Coordinator (PC) must report any property that is missing or stolen per your entity policy.

• If the property is assumed missing and not stolen, the PC must document all known information regarding the circumstances of the loss.
• If the property is assumed to have been stolen, the PC must report the loss to their local law enforcement agency.

The property must be maintained on the entity’s property inventory for two years from the discovery of the loss. If the property is recovered within the two years, it may be returned to the entity inventory. If not recovered after two years, it may be deleted from the inventory. These reports must be maintained with the property records for auditing purposes for five years from the report of loss.

Note: See Georgia Archives, Retention Schedules for State Government Paper and Electronic Records for official regulations.

The Missing and Stolen Property Form is available in Appendix A.

Surplus does not dispose of trash (waste), scrap, recyclable, consumable or hazardous (universal or other) materials. While authorization for disposal may be required from Surplus to remove the property from the entity’s inventory, the actual disposal of materials in these classifications is the entity’s responsibility. The entity bears any costs and retains any proceeds from this disposal. Surplus will assist agencies in determining disposal options for recyclable materials. This may include conducting internet auctions for unique lots.

Just as we strive to be good stewards of our state property, we need to maximize our efforts to reduce landfill and increase recycling of unneeded property. Recycling reduces agencies’ trash removal and transportation costs and makes sense for the environment.

Hazardous Materials

DOAS Surplus is not authorized to receive, transfer, or dispose of hazardous materials as defined by the US Environmental Protection Agency (EPA) and the GA Environmental Protection Division (EPD). The disposal of these materials is regulated based on the type and amount generated and is the responsibility of the generating entity.

The materials include (but are not limited to):

• Paints (Oil, Enamel, Polyurethane, Latex)
• Batteries (All types)
• Chemicals (Acid/Base/Flammables)
• Pesticides
• Petroleum Products
• Tires (used)
• Refrigerants (i.e. Freon) Equipment must be certified free of refrigerant

The Georgia Department of Natural Resources, Environmental Protection Division is available to assist agencies in reducing their waste stream. Please contact your local EPD office for disposal guidance.

Due to the nature of state business including the use of state facilities by the public, students, employees, etc., items may accumulate that are stored in a lost and found area. Unfortunately, a significant amount of property stored in these areas goes unclaimed at state facilities. This property is not considered to be state property. Therefore, Surplus does not dispose of these items.

Each entity should develop its own policy for disposing of these lost and found items. DOAS recommends holding items for a specified period and posting notification of the period along with contact information in a conspicuous public place (i.e. bulletin board or website). Unclaimed items remaining after the waiting period may be donated to nonprofit community service providers.

For disposal of specialized commodities, methods other than those described in this Manual may be employed. Surplus staff will explain the costs, procedures, requirements, or conditions associated with these methods as needed.

There are several state agencies and universities that operate in foreign countries. Disposal of state property located overseas will be managed on a case-by-case basis. Generally, on-site disposal of the property will be the most economical for the state and will be authorized.

Many countries have very stringent electronic disposal laws. Where on-site destruction of electronic material is authorized, the entity must ensure that, in addition to Georgia state requirements, the method of disposal complies with any host country laws and regulations.

There are many state entities that maintain books for their operations. Particularly, universities, colleges, and technical colleges – and their corresponding libraries – expend considerable funds to maintain current resources. Since books are durable, they meet the criteria of personal property and must be disposed of in accordance with applicable surplus laws and regulations. They are unique, however, because depending on their subject, they may appreciate, or become so obsolete as to be worthless.

Agencies should make every effort to segregate books for disposal (as any other property) in a timely manner and by genre. An inventory with title, author, and ISBN will greatly increase the value of the sale. Books will be offered for redistribution and then sold as any other property. Books that are not redistributed or sold may be offered to local nonprofit organizations after all other disposal methods. If they must be destroyed, this should be accomplished through a paper recycling program.

Weapons are made available only to certified state or local government law enforcement agencies and will not be disposed of through public sale. They may be traded to statewide contract weapons vendors for new weapons and processed as Vendor Returns.

Some agencies have statutory authority (O.C.G.A. §27-1-16/35-2-49/35-3-11/3-2-30/48-11-19) to issue weapons to officers upon retirement. These requests will be managed on a case-by-case basis and through the Vendor Return process.

Entity eligibility is determined on a case-by-case basis in accordance with federal law and regulations. Entities must complete the appropriate eligibility application process and must comply with the requirements of periodic updating to retain their eligibility.

1. No eligible entity is guaranteed to receive federal surplus property.
2. All federal surplus property must be picked up at the federal site where the property is located and within the authorized timeframe or on the specified date.

1. Screening is the term used for searching for federal property. Agencies screen for desired property.
   1. All customers eligible for federal property may screen.
   2. Property may be screened:
      1. In person (Surplus must request permission for agencies to screen in person.)
      2. Online at http://gsaxcess.gov [NEED CORRECTED LINK HERE]
         1. GSAXcess requires unique user access codes. Please send the following information to doasfedsur@doas.ga.gov:
            1. First Name
            2. Last Name
            3. Phone Number
            4. Email Address
         2. You will receive an e-mail from GSAXcess@gsa.gov containing your unique User ID and a temporary password. You will be prompted to change the temporary password during your initial login.
2. Entity emails contact information and the control number and quantity of desired item(s) to doasfedsur@doas.ga.gov with “Federal Property Request” in the subject line.
   1. Make note of the location because the material must be picked up there.
3. Surplus staff submits a request to GSA where allocation decision is made.
4. Surplus informs entity of GSA authorization decision.
   1. If approved, DOAS provides a Letter of Authorization to Remove Property (LOAR) to the entity.
   2. The entity must provide payment to DOAS and pick up property by date specified.

A service charge, payable to GA DOAS Surplus Property is administered for the transfer of all federal property. This service charge funds the federal surplus program in Georgia.

• Charges are determined based on a percentage of the acquisition cost, condition, and quantity of the items and will be established at the time of the initial request.
• All federal program restrictions apply to this property.

Depending on the type of property received, there are different restrictions on the acquisition, utilization, and retention of federal surplus property. These conditions are provided to donees at the time of their acceptance into the surplus program. The terms and conditions are also provided with each federal invoice generated. Please be sure to read, understand, and comply with these restrictions. Failure to comply may lead to suspension or removal from the program and/or forfeiture of any service charges and administrative fees.

For terms and conditions of acquiring federal property, see Appendix B.

All state surplus property is acquired in “as-is, where-is” condition without warranty, expressed or implied, as to the completeness, kind, character, or quality of any property, or its fitness for any use or purpose. 

Return or exchange of state surplus property is not authorized.

All Federal surplus property is acquired in “as-is, where-is” condition without warranty, expressed or implied, as to the completeness, kind, character, or quality of any property, or its fitness for any use or purpose. 

Returns are not normally authorized except in extenuating circumstances. (Non-operational equipment is not considered extenuating.)

Requests for return of federal property must be made to the Surplus Property Division Director within 30 days of receipt . If return is authorized, the property must be returned at the donees’ expense and in usable condition. If the return is authorized, a credit to the customer's account for the service charge may be issued based on the return date:

1. Return within 1-15 days: 100%
2. Return within 16-30 days: 50%

All payments must be made through Surplus. State agencies may not accept payment for surplus transactions. Surplus cannot accept cash, personal checks, or money orders from eligible donee organizations. 

Payments are accepted as follows:

• State and Municipal Government agencies
  • Entity Credit Card (P-Card)
  • Entity Purchase Order
  • Entity Check
• Nonprofit agencies
  • Entity Check
  • Entity Credit Card 

All administrative and service charges must be paid prior to loading or removing property.

Make business checks payable to: GA DOAS SURPLUS.

All checks are processed through a check verification vendor. Returned checks will be assessed a service charge by the vendor and all payments and corrections must be processed through the vendor.