What We Will Cover. What Governs the Program Services Charges Where to Find Property On-line Search Methods On-site Search Methods

Transcription

1 May 6, 2015

2 What We Will Cover What Governs the Program Services Charges Where to Find Property On-line Search Methods On-site Search Methods

3 Each State and US Territory has a State Agency for Surplus Property. SASPs facilitate the transfer of federal surplus property Eligible Recipients Include Public Agencies (state and local government) School Systems Colleges and Universities Police, Sheriff, Fire Departments Service Educational Activities (SEA) Girl and Boy Scouts American Red Cross And Others Small Business Administration (SBA) 8(a) contractor firms Non-Profits Elder Care Food Bank Healthcare Homeless Services Services to the Impoverished Museums Educational Organizations Joint Apprentice Programs Sheltered Workshops Designated Veteran s Services Organizations

4 Your organization is referred to as a Donee 5 Property is allocated with conditional title. Restrictions / conditions must be met before title transfers Conditions include That funds are available to pay all costs & charges of the donation That property is used only in the official program for which it was acquired That property is used for specified period

5 SASPs are non-appropriated. Service charges fund the program Federal SASP for $0 SASP Donee as a Donation with a Service Charge (Utilization requirements apply) All donees pay a service charge for federal property, set by the SASP and based on Original acquisition cost Fair market value Condition and location Set on a case by case basis Service charges are not negotiable and not taxed

6 7 Property Screening The process of searching for federal property either on line or onsite.

7 8 Know before you screen The vast majority of the property is used. Sometimes well used Repairs may be required at the recipient s expense Nomenclature can be generic

8 9 On-Line Property Screening The SASPs and eligible donees may View property on-line at GSAXcess.gov Perform onsite inspection

9 Property is located worldwide Examples of Civilian Agency Property TSA Environmental Protection Agency US Bankruptcy Court Federal DOD Property (DLA Locations) Military Bases Overseas Locations Asia/Japan/Pacific Caribbean Europe Panama/South America Check with your state s SASP to know if additional shipping charges apply

10 On-Line Screening 11 GSAXcess.gov General Service Administration (GSA) web-based inventory system Federal agencies and SASPs can screen and request Donees have view only access

11 On-Line Screening cont. 12 Property is available to federal and state entities during the same 21 day window Property can be requested anytime during a posting Federal requests take priority and are immediate State requests allocate when screening period ends Property is allocated to a SASP on the business day after screening ends SASPs request, GSA allocates

12 Let s Search Click GSAXcess.gov (or type this address into your browser address bar) Click User ID: SASPUS Password: VIEW

13 All Items by Category Search Methods Logging-in takes you to the Worldwide search page. Drill down by category and location. Basic Search Options The Basic Search option allows a search by state & displays items by description. Advance Search The Advanced Search option allows searches by a combination of user selected details.

14 All Items By Category (The first screen that displays after log-in) For example select: Construction Equipment

15 All Construction Equipment, listed by state, will return Options for viewing Number of items available: 117 items nationwide Items with photos: 61 items with photos Click the state name to see all Items in that state Click the hyperlinked number (next to the state name) to see items with photos

16 Search Results List of Items (Displaying all Construction Equipment in California) Click Item Control Number to display Property Data Sheet Requested Quantity indicates competing requests Surplus Release Date is the last day to request property

17 Property Data Sheet Hint: In GSAXcess use the program Back button to navigate, not the browser back button.

18 19 Competing Requests This information can be seen while the record is active Once allocations are complete the item record drops off of GSAXcess View requests and see status Who made the request State or federal? Does it matter Status

19 20 Basic Search Options Select from the basic search options dropdown list (from the home page)

20 Basic Search Options cont. 21 Example: Select - All Items by State Items available Items with photos (1,434/85)

21 22 Click the State to see items by category (within the state) Basic Search Options cont. Category Select a category to view item list Item Control Number Click the Item Control Number hyperlink to view the Property Data Sheet

22 Advanced Search Option 23 Refine your search by criteria you select. Advance Search Button

23 Advanced Search Options cont. 24 Try several naming conventions, i.e. Lowboy or Low Boy One Primary. Several (or no) Secondary Criteria Search by Class Code Search by military installation Search by state

24 Advance Search Results 25 Returns trucks in Georgia & Alabama Drill down to the property data sheet from here

25 Acquire More Information about an Item Google search the National Stock Number Perform physical screening Contact the Property Custodian

26 Is there anything I can t request? 27 Exchange Sale or reimbursable property is not available for donation. Contact your SASP for more information.

27 Reimbursable Property cont. Property Data Sheet Additional Information

28 On Line Screening Summary GSAXcess is the system of record for available federal surplus property Property can be searched by preformatted Basic Search Options Category State New/Unused items Closing date, etc. Use the Advanced Search option for a more specific search For additional item information Google stock number Contact Property Custodian Onsite Screening

29 Onsite Screening 30 To arrange on-site screening contact the SASP office. The surplus office will make the arrangements. To request a visit: Supply names of all visitors exactly as appears on the driver s licenses. For onsite access: Government ID Vehicle Registration Proof of insurance

30 Before going forward here s an 31 important note from the glossary: Item Control Number: Is a unique number assigned to a specific piece of property (or group of property) listed in GSAXcess. DTID: Document Turn In Document number. A unique number assigned to a piece of property (or group of property) received for disposal on a military installation. It will appear on the tag affixed to the property. ** The DTID assigned by the military installation is always used as the Item Control Number in GSAXcess.

31 Onsite Screening cont. How do I find items when screening onsite? Civilian Check with the Property Custodian Military Installations You may inspect property within the storage area (escorted and by appt only) Property tags with the Item Control Number (DTID) are affixed to the property

32 Why isn t all DLA property listed in GSAXcess? 33 The property may not be within the 21 day cycle available to the SASPs Still available for federal entities only (prior to SASP cycle) Allocated and waiting for pick up Identified for public sale (no federal or state requests during the cycle) Not sure? Provide the Item Control Number (DTID) to the SASP, or ask the DLA staff while you are on site.

33 Onsite Screening Summary 34 Site visits must be arranged in advance Names as they appear on Government ID Specific documents are required for entry to military installations Government ID / License Insurance Registration Not all stored military property is available Item Control Number and DTID are synonymous Not sure if it s available? Ask

34 Information needed to make a request 35 DTID (Item Control Number) Item Name Contact your State SASP DTID number from the item tag when on site screening (Hint: Take a picture of the DTID tag) or Item Control Number from GSAXcess

35 36 The Screening Ends date is the last day to request. After screening ends items drop off of GSAXcess & can not be requested. Will be allocated to a requestor Move forward to public sale

36 37 Screening Methods GSAXcess.com Onsite Screening Recap Provide the SASP with the Item Control Number Route request through your designated property selector Request before the Screening Ends date SASP requests property from GSA SASP will notify you when property allocates Not all requested items are allocated

37 38 Shipping Service charges are generally low enough to make shipping a feasible option. Overseas Shipping Rail Freight Forwarding FedEx / UPS If you don t already handle your own shipping, contact your SASP for help.

38 National Association of State Agencies for Surplus Property NASASP.org NASASP works to improve the distribution of federal property and to increase communication between its member states and the legislature NASASP is comprised of representative agencies from each state and US Territory Become an Associate Member

39 40 Submit a question to NASASP Contact your state s SASP

40 Glossary Acquisition Cost - The original cost of the item when procured by the federal government. 2. Allocation - The legal transfer of federal property to a State Agency for Surplus Property (SASP). 3. DLA Defense Logistics Agency - America s combat logistics support agency. Part of their responsibility is to dispose of the military s surplus assets. 4. DOD - The Department of Defense 5. Donation - The legal transfer of federal property from a State Agency for Surplus Property (SASP) to a qualified program participant. 6. Donee - Any qualified entity that receives federal surplus property through a State Agency for Surplus Property (SASP). 7. DTID - Disposal Turn In Document. A unique number assigned to a piece of property (or group of property) received for disposal on a military installation. It will appear on the tag affixed to the property.

41 Glossary cont FSC - Federal Supply Class. Designates groups of similar property. Comprises the first four digits of the National stock number. 9. GSA - The General Services Administration. The federal civilian agency that administers the fair and equitable allocation of federal surplus property to state and federal agencies. 10. GSAXcess - The system of record for all federal surplus property. 11. Item Control Number - A unique number assigned to a specific piece of property (or group of property) listed in GSAXcess. 12. Letter of Authorization to Remove Property - A document authorizing the pick up of allocated property by a qualified donee or their designee. 13. National Stock Number - The 13 digit code which contain sub-groups that identify the Federal Supply Groups (FSG), Federal Supply Classes (FSC), NATO Country Code, National Item Identification Number NIIN) and the serial number of a product.

42 Glossary cont Property Custodian - An authorized representative with the responsibility of managing property for an organization or organizational subunit. 15. Property Data Sheet - The screen within GSAXcess that shows the most detailed information about a specific piece of property. 16. Property Selector - A person with designated authority from their organization to request federal surplus property and obligate funds for that property. 17. Reimbursable - As used within GSAXcess, property designated as reimbursable can not be transferred through the SASP. 18. SASP - State Agency for Surplus Property 19. Screening - The process of searching for federal property on line or onsite. 20. Screening Ends date - The last date an item can be requested through GSAXcess. 21. Service Charge - The fee assessed by a SASP for the transfer of property.

43 Glossary cont Surplus Release Date (SRD) - The date on which Federal utilization screening of excess personal property has been completed, and the property is available for donation through the SASP. Same as screening ends date. 23. Utilization - Reviews, performed by the SASP, to ensure that donees are using surplus property during the period of restriction for the purposes for which it was donated.