SURPLUS PROPERTY POLICY & PROCEDURES

GOVERNMENT OF THE DISTRICT OF

COLUMBIA

SURPLUS PROPERTY

POLICY

PROCEDURES

OCP Policy No.

Expiration Date:

9000.02

Until Rescinded

SURPLUS PROPERTY PROGRAM…………..……………………………………………………..3-8

ASSET RECOVERY MAP………..……………………………………………………………………..9

LEAN SORTING PROCESS…………………………………………………………………………….10

PROPERTY DISPOSAL FORM AND INSTRUCTIONS ……………………………………….11-15

IT SORTING PROCESS…………………………………….…………………………………………….16-18

REUTILIZATION PLATFORM………………………………………………………………………….19-22

AUCTION PLATFORM ACCOUNTS RECEIVABLES PROCESS.……………………..…….23

QUALITY ASSURNACE OF IT HARDWARE PROCESS……………….………………………24

AGENCY LOGISTICS DEPLOYMENT PROCEDURES..…………………………………….….25-26

INSTRUCTIONAL INFOGRAPICS………………………………………………………….…………27-34

TABLE OF CONTENTS

SURPLUS PROPERTY POLICY & PROCEDURES

SURPLUS PROPERTY PROGRAM

GENERAL PROVISIONS:

Purposes

The District of Columbia State Agency for Surplus Property (D.C.

SASP) is responsible for effecting the fair and equitable distribution of

federal surplus personal property, whether by sale, donation, or transfer,

in accordance with the Federal Property and Administrative Services

Act.

The Office of Contracting and Procurement Surplus Property Division

(SPD) is responsible for effecting the fair and equitable distribution of

District surplus personal property, whether by sale, donation, or transfer.

The Office of Contracting and Procurement (OCP) shall publish on the OCP website

all forms used for the purpose of disposing of federal and District surplus property.

OCP shall publish on the OCP website records of all transfers of federal and

District surplus property.

Authority

Final Rulemaking published at 30 DCR 2209 (May 13, 1983), incorporating

Proposed Rulemaking published at 24 DCR 1705 (August 19, 1977); as amended

by Final Rulemaking published at 60 DCR 9345 (June 21, 2013).

27 DCMR Chapter 9

SURPLUS PROPERTY POLICY & PROCEDURES

INVENTORYCONTROL

I. INTERNAL CONTROL:

Each District agency is responsible for all personal property in its custody whether purchased from

appropriations or other authorized funds, or acquired by transfer, donation, or other authorized means. Each

District agency shall ensure that the personal property is properly utilized and managed in the best interest of the

District government

a. Each District agency director shall designate in writing to the CPDO:

b. An administrative employee who shall serve as an Accountable Property Officer

(APO); and

c. An administrative employee who shall serve as an alternate APO.

The APO shall be responsible for:

Maintaining records that reflect accountability of property assigned to the agency

a. Ensuring the proper utilization and care of all property assigned to the agency;

b. Reconciling physical inventories with property records and inventory databases;

and

c. Approving transfers of, accounting for, and reporting dispositions of agency personal

property to SPD by utilizing the property disposal action form.

d. Approving Access to GSA and completion of 122 Form.

The D.C. SASP and the SPD shall maintain a shared electronic inventory control system to

monitor

all federal and District surplus personal property in their possession. The system shall contain

the

following information for each item of surplus personal property:

a. The date of receipt of property;

b. The agency from which the property was received;

c. A description of the property, including quantity and condition;

d. A photograph of the property; and

e. The estimated value of the property.

f. The Office of Contracting and Procurement Surplus Property Division (SPD) is

responsible for effecting the fair and equitable distribution of District surplus personal

property, whether by sale, donation, or transfer.

g. The Office of Contracting and Procurement (OCP) shall publish on the OCP website

all forms for the purpose of disposing of federal and District surplus property.

h. OCP shall publish on the OCP website records of all transfers of federal and District

surplus property

SURPLUS PROPERTY POLICY & PROCEDURES

ROLES AND RESPONSIBILITIES OF PROGRAM PARTICIPANTS

FUNCTIONAL CHART

Surplus Property-Functional Chart

II.

RESPONSIBILITIES OF THE CHIEF PROPERTY

DISPOSAL OFFICER

The Director shall delegate to the Chief Property Disposal Officer (CPDO) specific

responsibilities that include:

a. Acting as the District of Columbia State Agent (State Agent) for purposes of disposing of

federal surplus personal property. The State Agent shall be the Chief of D.C. SASP, and

may make charges, assess fees, and distribute surplus personal property in accordance with

all federal laws and regulations governing the donation and transfer of federal surplus

property;

b. Acting as the Chief of the SPD for purposes of disposing of District surplus personal

property in accordance with District law and regulations governing the sale, donation, and

transfer of District surplus property;

c. Maximizing the investment recovery value of surplus personal property and effective

oversight and management of personal property utilization.

d. Maintaining office and warehouse facilities for requesting, receiving, staging,

displaying, storing, and shipping all categories of surplus personal property;

e. Examining the property records of each agency to determine the adequacy and accuracy

of the property records; and

f. Determining who shall be authorized to enter the District’s warehouse to select

property.

III.

RESPONSIBILITES OF THE PROPERTY DISPOSAL SPECIALIST

a. Serves as a technical specialist, a property disposal specialist or similar program role, exercising

significant responsibility in the District Government’s Personal Property Management Program.

Disposes and utilizes a broad range of specialized and complex property with the District

government and eligible local public and private not-for-profit, tax-exempt organizations.

b. Manages the transfer of useable personal property to District government from Federal

agencies coordinating and executing the transfer of surplus personal property to authorized

donees.

c. Conducts field/site visits to coordinate Federal and State Agency screening and on-site

inspection of for disposal, reutilization and transfer. Provides guidance and assistance in

disposal and/or acquisition of excess/surplus personal property. Assists agencies disposing of

excess personal property by developing disposal plans to meet customer needs in accordance

with Federal regulations and guidelines.

d. Analyzes property utilization and donations policies and regulations for a variety of Federal,

State, and/or donation programs for problems and policy compliance. Ensures property is

adequately and efficiently accounted for, screened, described, used and made available to other

organizations. Provides advice and assistance in redistributing property when activities have

program problems such as a lack of time or expertise, overstocked inventories, etc. Searches for

unusually complex, difficult to find or high demand emergency essential items.

e. Determines the eligibility of public, private and not-for-profit organizations seeking for

participation in the FS SASP. Develops and administers DC SASP initiatives for evaluating

program performance and findings to make recommendations to those organizations to meet

compliance criteria and program needs.

f. Conducts market research for property; determines if special marketing attention is required;

analyzes and interprets market info to identity demand, uses and sales methods.

Inspects personal property reported by various departments and agencies as excess/surplus,

obsolete, worn-out, or damaged; recommends transfer or disposal of such property. Reviews and

analyzes the use of personal property throughout the District government to determine instances of

wasteful and unsanitary storage practices; to disclose excessive stock piling and storage of non-

useful material; and to reveal retention of obsolete and unserviceable property.

g. Prepares documentation initiated by designated APO for transfer, reutilization and disposal of

excess/surplus personal property. Develops new procedures for office automation to expedite the

acquisition of property to the requesting organization

h. Upon assignment consults with property accounting officials of the various departments

regarding requirements of the Property Regulations.

i. Applies property utilization and donation policies and principles to analyze a wide variety of

Federal, State, and/or donee programs for problems and policy compliance. Ensures property is

adequately and efficiently accounted for, described, used, and made available to other

organizations. Provide guidance, advice, and assistance in redistributing property when activities

have program problems such as lack of time or expertise, overstocked inventories, or during

organizational moves. Also assist in searching for uncommon, high demand, or emergency

essential items.

j. Provides advice and guidance to agencies on the interpretation and use of disposal policies,

procedures, methods and practices. Studies workload reports to monitor the amount of property

received and allocated, the time it takes to dispose of the property, and the effectiveness of the

disposal methods used. Recommends changes in policies and procedures to supervisor based on

recurring problems and questions, and the use of modified techniques. Analyze new programs,

develop policies, and prepare implementing instructions.

k. Within limits of a general assignment, screens all types of personal property, except drug

products, excess to requirements of the Federal Government.

IV.

RESPONSIBILTIES OF THE PROPERTY DISPOSAL SPECIALIST

a. Serves as a technical specialist, a property disposal specialist or similar program role, exercising

significant responsibility in the District Government’s Personal Property Management Program.

Disposes and utilizes a broad range of specialized and complex property with the District

government and eligible local public and private not-for-profit, tax-exempt organizations.

b. Manages the transfer of useable personal property to District government from Federal

agencies coordinating and executing the transfer of surplus personal property to authorized

donees.

c. Conducts field/site visits to coordinate Federal and State Agency screening and on-site

inspection of for disposal, reutilization and transfer. Provides guidance and assistance in

disposal and/or acquisition of excess/surplus personal property. Assists agencies disposing of

excess personal property by developing

disposal plans to meet customer needs in accordance with Federal regulations and guidelines.

Analyzes property utilization and donations policies and regulations for a variety of Federal,

State, and/or donation programs for problems and policy compliance. Ensures property is

adequately and efficiently accounted for, screened, described, used and made available to other

organizations. Provides advice and assistance in redistributing property when activities have

program problems such as a lack of time or expertise, overstocked inventories, etc. Searches for

unusually complex, difficult to find or high demand emergency essential items

d. Determines the eligibility of public, private and not-for-profit organizations seeking for

participation in the FSPAP. Develops and administers DC SASP initiatives for evaluating

program performance and findings to make recommendations to those organizations to meet

compliance criteria and program needs

e. Conducts market research for property; determines if special marketing attention is required;

analyzes and interprets market info to identity demand, uses and sales methods.

f. Inspects personal property reported by various departments and agencies as excess/surplus,

obsolete, worn-out, or damaged; recommends transfer or disposal of such property. Reviews and

analyzes the use of personal property throughout the District government to determine instances

of wasteful and unsanitary storage practices; to disclose excessive stock piling and storage of

non-useful material; and to reveal retention of obsolete and unserviceable property

g. Prepares documentation initiated by designated APO for transfer, reutilization and disposal of

excess/surplus personal property. Develops new procedures for office automation to expedite the

acquisition of property to the requesting organization

h. Upon assignment consults with property accounting officials of the various departments

regarding requirements of the Property Regulations

RESPONSIBILITIES OF AGENCY PROPERTY OFFICER

a. APO’s use the PDA to identify and report the personal property owned by or in the custody of

their Department/Agency

b. The SPD uses the PDA to survey personal property reported as excess by the various

District government departments/agencies

c. Approve/authorize, receipt of requested surplus items and/or Federal Surplus request (Form

122)

d. Communicate disposition/disposal instructions to APOs for personal property reported as

excess

e. Declare excess personal property surplus, when no known need exists for the property in the

Government of the District of Columbia

f. Grant/communicate authorization for the sale, disposal, destruction and/or abandonment of

surplus personal property

ASSET RECOVERY MAP

LEAN SORTING FRAMEWORK

The concept of “Lean,” which is essentially a team-based approach to continuous improvement focused on eliminating

non-value added activities or “waste” from the viewpoint of the Federal and Local agencies as well as non-profit

companies and 8(a) firms customers. According to the Procurement Practices Reform Act (PPRA) Section – 802.

Disposition of Surplus (a) The CPO may transfer District surplus goods to an organization qualified as tax exempt

under section 501 of the Internal Revenue Code of 1986, approved August 16, 1954 (68A Stat. 163; 26 U.S.C. § 501),

or state, county, or municipal jurisdictions after an attempt has been made to: Transfer property within an agency;

Transfer property between agencies; and auction the property for sale. The lean sorting processes in Surplus Property

execute the requirements outlined in the PPRA. The asset along with Property Disposal Action form is distributed

between 24 to 72 hours into four categories.

The first category involves reutilization of the asset and is used when the property is transferred within an

agency or between agencies.

The second category involves the auction or reselling method and is when the asset is distributed to auction

platform for sale to generate revenue for the District of Columbia.

The third category involves the recycling method and is used when unsalvageable property is allocated to

generate revenue for the District of Columbia. This reduces transfer station costs.

The final category involves the transfer station process and is used as the last resort of the distributed incoming

asset.

*If the asset item is a computer, and a hard drive is found, the designated testing official is

responsible for removing the hard drive and must complete a Certificate of Data Destruction form

Transfer

Station

Lean

Sorting

Auction

PROPERTY DISPOSAL FORM AND INSTRUCTIONS

INSTRUCTIONS

(Please type or print in black or blue ink)

From: This section is generally self-explanatory. Provide the name of the Department and Agency/Division, the

Address, and Telephone Number of the organizational unit owning or having custody of the property to be

reported for disposition. Assign and include a PDA Number for the document (the PDA No. is a document

identifier number assigned by the reporting department/agency. It usually consists of an agency identifier, the

fiscal year and a sequential numerical identifier, e.g. OCP-02-001); and include the date the document was

prepared.

Quantity: Indicate the quantity (number) of a particular piece of property or line item that is being reported for

disposition.

Description: Provide a description of (define) each piece of property or line item being reported for disposition.

Include descriptive information such as the item name, noun or nomenclature, manufacturer or make, model or

serial number, type, material or other descriptive characteristics.

Unit: Identify the unit of issue of each piece of property or line item being reported for disposition; e.g. Each

(Ea), Package (Pkg), Hundreds (Hd), Set (St), Case (Cs), Bundle (Bd), etc.

Acquisition Cost: Provide both the unit and total acquisition costs for each line item of property reported

for disposition. The acquisition cost is the cost to the original owner of the property at the time of purchase, or the

cost to the owning/custodial agency of the property at the time of acquisition if any such cost were incurred. Unit

cost is the cost per unit of issue and total cost is a product of the unit cost times the quantity.

If the actual acquisition cost is unknown, provide the most intelligent and accurate estimate possible, but do not

leave Acquisition Cost blank.

Total: Indicate the total acquisition cost of all property reported for disposition on the PDA (add the total acquisition

costs of all line items).

Action Requested: This section provides the APO a means to communicate his/her intentions to the SPD and to

request a disposition determination for the property reported. The APO should check the appropriate box, Excess to

the needs/requirements of this activity; Request authorization to transfer to; Request authorization for trade-

in/exchange sale; or Other as

appropriate to either the status of the property reported for disposition and/or the APO’s intentions for the property

or both. Check the appropriate box(es) indicating as to whether the property reported for disposition is Serviceable

or Unserviceable, or Repairable or Uneconomical to repair.

If requesting transfer of the property to another entity of the Government of the District of Columbia (DC

Government Property cannot be transferred to any entity outside of the DC Government) provide the name of the

agency, the name of an agency contact person and a telephone number for the contact.

If requesting authorization for Trade-in or Exchange Sale (exchange sale is the sale of personal property in

exchange for like replacement property, credit or future monetary consideration) of the property reported for

disposition, provide the name of the organization or business entity with whom the proposed trade or exchange sale

will be made, the name of a contact person with- in that organization or business and a telephone number for the

contact.

If requesting authorization for any Other disposition, provide complete and detailed information regarding the

request in the space indicated and/or attach additional documentation as necessary.

Signature:

The Accountable Property Officer of the Department/Agency owning and/or having custody of

the property is to sign the PDA and forward it to the SPD for disposition (the APO is a supervisory or

administrative employee appointed by the Department Head and vested with the authority and responsibility of

effecting the physical and fiscal accountability of the personal property assigned).

If the APO is unavailable to sign the PDA, it may be signed by a duly authorized and/or designated alternated.

Otherwise, the Department Head must sign the PDA.

Disposition Determination: This section of the PDA is to be completed by the Surplus Property Division. No

entries are required, and none should be made, by the reporting agency.

IT SORTING PROCESS

Instructions for data Destructions

When an agency submits a CPU to our Surplus Property Division, please follow the mandatory steps below:

1) The SPD receiving official will inventory and document each CPU according to the serial number

listed on the Property Disposal Action (PDA). The PDA is to be completed by the submitting Agency.

If the item is not itemized, the receiving official must manually record the item to the PDA and notify

the submitting agency of the omission. If the PDA is accurate, the SPD receiving official will stamp

the PDA as received, forward a copy to the submitting agency and submit the original to the SPD

Administrative Staff to be saved on the shared network. Tag all received items with PDA or an

identifying record of origin, sort received surplus.

2) ALL CPUS must be labeled with a copy of the original PDA or an identifying record of origin and

placed in the designated testing area of the warehouse.

3) The designated testing official will perform the task of inspecting each CPU for a hard drive, removing

the hard drive and performing a functionality test to determine the operational status.

4) To TEST CPU: Plug the CPU into the power supply and to a monitor to test. Power on the CPU, if the

CPU reboots successfully, it’s considered to be of working status. A CPU is only considered non-

working if it doesn’t power on when tested.

5) While testing, the official will scan each item into inventory according to operational status and batch

for auction.

6) If a hard drive is found, the designated testing official is responsible for removing the hard drive and

must complete a “Certificate of Data Destruction”, (see attached form). After completing the

“Certificate of Data Destruction”, each hard drive must be escorted to the Data Destruction Center, for

proper destruction.

7) If the hard drives are not destroyed on the same day, the designated testing official must secure all

hard drives in the Data Destruction Center until the next business day. Under no circumstance,

should any hard drives be left unsecured. The Data Destruction Center will be secured at the

end of each business day.

8) Once the hard drives have been destroyed, the designated testing official must sign, stamp and date the

“Certificate of Data Destruction”. DO NOT sign/stamp/date this form until all hard drives listed

have been destroyed.

9) Scan and email a copy of the “Certificate of Data Destruction” to the submitting Agency’s

Accountable Property Officer (APO) and/Approving Official.

10) The original “Certificate of Data Destruction” must be submitted to the SPD Administrative Staff, who

will save the certified destruction document to the shared network.

REUTILIZATION PLATFORM

EXCESS PROPERTY FORM AND INSTRUCTIONS

The Request for Excess Property Form is a four part, dual use form, used by Agency

Accountable Property Officers, (APO) and the Office of Contracting & Procurement’s

(OCP) Personal Property Division (PPD) to facilitate the requisition and issue (redistribution)

of the excess and surplus personal property of the Government of The

District of Columbia. APO’s use the Request for Excess Property Form to identify and

request the issue/re-distribution of excess personal property from the PPD warehouse;

and the PPD uses the Request for Excess Property Form to issue/re-distribute excess

personal to the various departments/agencies of the Government of the District of

Columbia.

INSTRUCTIONS

(Please type or print in black or blue ink)

Property Issued To: This section is generally self-explanatory.

Block No. 1. Department

Block No. 2. Agency/Division

Block No. 3. Address

Block No. 4. Telephone Number

Block No. 5. Requested By

Quantity Requested:

Block No. 6. Indicate the quantity (the amount) of a particular piece of property or line

item that is being requested.

Description:

Block No. 7. Describe (define) each piece of property or line item being requested;

provide descriptive information such as the item name, the noun or nomenclature of the

item, its manufacturer or make, the model or serial number and type of material or other

descriptive characteristics.

Action Taken and Enter on Property Records:

Blocks No. 8. and 9. These sections are to be completed by the Personal Property

Division. No entries are required, and none should be made, by the requesting

agency.

Requesting Agency Authorization:

Block No. 10. This section is to be completed by the Accountable Property Officer of the

Requesting Agency. If the APO is unavailable to sign the authorization, it may be signed

by a duly authorized and/or designated alternated; otherwise, the Department Head must

sign. (Although any District Government employee can request the re-distribution of

excess personal property, only the agency’s Accountable Property Officer (and alternate),

or the Department Head can authorize the transfer of excess personal property into the

accountable property records of a department/agency.

Property Request Issuance and Action Codes:

Block No. 11. This section is to be completed by the Personal Property Division.

*No entries are required, and none should be made, by the reporting agency.

AUCTION PLATFORM ACCOUNT RECEIVABLES PROCESS

Districtwide Auction Platform Account Receivables and Quality Assurance Process

OCP Headquarters OCP Surplus Property Warehouse

OFRM ( Office of Finance

& Resource

Management )

Sta rt

The Assets is not

released until the

funds are clea red

from the bidder

Once the Funds are

cleared the

compl et ed

transaction is

completed in the

Gov . Deals web

application

Com pu t erize d bi ll of

sell is generated

through the Gov.

Deals web

application

Bidder then come to

the auction site.

Bidde r si gns th e

bidder sign sheet to

retrieve the assets

he or she purchase

on the web

application

MAP analyst

consolidated

revenue generated

through the a uction

platform/ Gov . deals

are then consolidate

into a weekl y lump

sum

Th e wee kly l um p

sums are deposited

to the di str ict bank

acco un t an d

distributed by

acco un t n um be r

Noti ficati on of

payments to district

are then sent to the

financial associate

and the CPO ( Chi ef

Prope rty Of fic er)

Weekly Paym ents

submittals matches up

wit h hi sto r ical dat a ?

Inquiries to Surpl us

Prope rty Warehouse

to review Bill of Sell

and provide report

on in qu iries

Stop process

Yes

MAP analyst then

reconcile the

transaction and

sen d a no ti fi catio n

to the OFRM and

OCFO

representative

Financial

representative from

OFRM reconcile t he

Gov dea l district

acco un t I D to t he

District bank

acco un t

Variances i n the

acco un t ?

Email is sent to

confirm that the

funds have been

verified i n the

District bank

account according

to account id

numbe r

Stop process

MAP analyst is

contac ted to s olve

the variance in the

acco un t an d contact

the SPD warehouse

Yes

QUALITY ASSURNACE OF IT HARDWARE PROCESS

AGENCY LOGISTICS & DEPLOYMENT PROCEDURES

Current Premises

Select Core Relocation

Team

DGS selects Relocation

Management Firm

Develop Relocation

Project Log and Schedule

Move Coordinators Kick-

off

Release internal &

external communication

Establish/define

Document Retention

Program

Initiate and implement

Purge Program –

disposal, recycling, or

removal of work

product, marketing

materials, obsolete

furniture and

equipment.

Identify on and off site

storage issues

Inventory Reuse

Furniture and

Equipment.

Current Premises

Introduce District

Services- CAH/Art

Program, OCP/Personal

Property Disposal,

RS/Vending

Communicate and

implement Agency

Document Retention

Program

Implement File Plan

Strategy – mapping

existing files and libraries

to new space

Initiate seating

assignments

Continue to Purge

Current Premises

Procure items to meet

DC Green Building

requirement (Multi-ports

and Mini-bins)

Implement File Plan

Strategy

Initiate seating

assignments

Select Vending Mix

Develop Recycling Plan

Finalize Move Logistics

Plan

DGS selects Moving firm

Continue to Purge

Weeks

Before

Move

Weeks

ore

Move

Weeks

Before

Move

Current Premises

Finalize seating and

office assignments

Complete OCP PDA

Finalize OCP Catalog and

Disposal Plan

Continue to Purge

Current Premises

Remove, tag, and secure

CAH Art Program assets

Crate/Pack non-essential

items

Update District IDs

Coordinate with

Construction to

deliver/move brand new

equipment to new site

Continue to Purge

Current Premises

Pre-move Briefings

Distribute Guidebooks

Received Move Packets

w/ labels

Remove and secure CAH

Art Program Assets

Packing and Tagging

File Rooms

Pack Crates

Continue to Purge

Current Premises

New Premises

Crates Packed and Ready to Go

Welcome to your new address

Employee Check-out until 5:00pm

Help Desk

Employee departure 5:00pm

Unpack Crates

PC Disconnect begins at 5:00pm

PC login, testing, printer networking

Implement telephone migration

Stocking storage and filing areas

Transporting and Relocating Items

and Reuse Furniture to new site

Weeks

Before

Move

MOVE DA

Weeks

Before

Move

Busin

After Move Day

day

–

Weeks

Before

Move

INSTRUCTIONAL INFOGRAPHICS

TESTED/READY FOR AUCTION PROCESS

$5K AND ABOVE AUCTION PROCESS

SCRAP METAL PROCESS

AGENCY DUMPSTER SCRAP METAL PROCESS

HARD DRIVE SHREDDING PROCESS

ELECTRONIC RECYCLING PROCESS

FEDERAL SURPLUS ASSISTANCE PROGRAM PROCESS

AGENCIES REQUESTING GSA PROPERTY PROCESS