Federal Acquisition Services GSA Auctions ™: Selling Federal Property Deone McMillan Sales Program Manager Property Mgmt. Div. Atlanta, GA

Federal Asset Sales Approved Personal Property Sales Centers Commodity/Type Sales Methods Location USDA Personal Property Live DC Metro DOI Aircraft Live/online Nationwide DOD DOD Surplus Treasury IRS Forfeiture Vehicles USMS Forfeited GSA All Commodities Online/Offline

Federal Asset Sales Implementation All Executive Branch agencies Must use an approved Sales Center as their sales provider

Federal Asset Sales GSA Auctions™ US General Services Administration, Federal Acquisition Service, Property Sales approved Sales Center Full Service Provider Online/Offline Sales All Commodities Nationwide Services Value Added Services

GSA Auctions™…a GovSales.gov partner The GSA Auctions™ Sales Center represents the entire breadth of the GSA personal property sales program including sales services for all commodities of personal property, through all authorized methods of sale such as: GSA Auctions® Sales Center Internet Auctions www.gsaauctions.gov Negotiated Fixed Price Live Drop By Sealed Bid Spot

Registration & verification online Preferred Sale Method GSA Auctions™ www.gsaauctions.gov Registration & verification online Featured items Flat or Proxy bidding Overtime features Bid deposit option Online Payment

Federal Asset Sales GovSales.gov - Single Point of Entry for Citizens Displays all government assets available for sale Sales Portal Through Includes Real Property Personal Property Surplus Exchange sale Seized and Forfeited

Federal Asset Sales

GovSales.gov homepage; example to search on Aviation and marine.

Sub categories under selected category, Aviation & Marine Sub categories under selected category, Aviation & Marine. Example to search on Aircraft only.

Listing of items being sold under selected sub-category.

Sample of Item Description page of aircraft selected.

Methods of sale may include: Fixed Price Auctions Internet Auction Live Auction (Value Added Service) Negotiated Sealed Bid Term Contract

Federal Asset Sales Goals: Objectives: Maximize the value received from the sale of government assets Provide a single point of entry for citizens to find and purchase government assets Objectives: Maximize net proceeds from asset sales Make it easier for citizens and businesses to find and buy government assets Accelerate asset disposal cycle time Decrease agencies’ expenses related to sales Improve the personal property sales process FAS one of the president’s 24 initiatives for a single point of entry, to maximize net proceeds, easier to find property, accelerate disposal time and decrease agency expenses.

What is a Fixed Price Sale? Methods of Sale What is a Fixed Price Sale? Fixed Price (Cash and Carry) - At fixed-price sales (also referred to as "Retail"), we post the selling prices on the property and sell the items on a first-come basis.

Methods of Sale 102-38.125—May we sell personal property at fixed prices to State agencies? Yes, before offering to the public, you may offer the property at fixed prices (through the State Agencies for Surplus Property) to any States, territories, possessions, political subdivisions thereof, or tax supported agencies therein.

Methods of Sale What is a term contract? A term contract is used when an the item to be sold is generated on a continuous basis. Property is usually sold as scrap Property may include electronics, iron & steel, or aluminum. The sale is much like a sealed bid sale but includes a “term” length of time the contract will be in force.

What is a negotiated sale? Methods of Sale What is a negotiated sale? While it is the policy to sell property after publicly advertising for bids, when circumstances dictate, personal property may be sold by negotiation, subject to obtaining such competition as is feasible. Invitations to bid are sent to a limited number of bidders. Bids are evaluated SCO requests “best and final offer” Awards are usually made to the high bidder? Payment and removal requirements are similar to internet sales

Negotiated Sales 41 CFR Ch. 101-45.304-2 Fair market value not in excess of $15,000 Justification submitted to and approved by head of owning agency Justification submitted to GSA for approval Criteria for sales Re-advertising would serve no useful purpose Time does not permit sale by advertised methods

Fair Market Value Fair Market Value to Federal Agencies Exchange sale property is acquired from one federal agency to another federal agency. Money usually is transferred from agency to agency by IPAC FMV’s are done on SF122’s. Memo to Finance with copy of SF122 with all signatures. ALC’s for both agencies, acquiring and disposing agency

Federal Asset Sales We want to remain your Sales Center… GSA SALES

Federal Acquisition Services GSA Auctions ™: Types of Sales Phar`is Allen PhD., DRM Sales Contracting Officer Property Mgmt. Div. Atlanta, GA

Categories of Property for Sale Surplus Property FMR Part 102-38 - Sale of Personal Property Exchange/Sale Property FMR Part 102-39 - Replacement of Personal Property Pursuant to the Exchange/sale Authority Forfeited Property FMR Part 102-41- Disposition of Seized, Forfeited, Voluntarily Abandoned, and Unclaimed Personal Property Governing authority – 40 U.S.C. 503, 541 through 548, 571, 573 and 574 Two categories of property – 1. Property no longer needed by the agency and survived screening, and 2. Property that is still needed but may be worn, broken or obsolete.

Surplus Property – FMR Part 102-38 – Sale of Personal Property Property that survives utilization and donation Opportunity for the taxpayer to purchase surplus property Optimize return to the US Government

Exchange/Sale Property – FMR Part 102-39 – Replacement of Personal Property Pursuant to the Exchange/sale Authority A separate category of federal property It’s not excess…… Its functionality is still required for use, but it’s….. Worn out Obsolete

Exchange/Sale Property – FMR Part 102-39 – Replacement of Personal Property Pursuant to the Exchange/sale Authority Exchange/sale authority allows agencies to…. “exchange or sell non-excess, non-surplus personal property and apply the exchange allowance or proceeds of sale in whole or in part payment for the acquisition of similar property”

Agency Requirements Completes SF126 for exchange/sale property not required for screening through GSAXcess®

Agency Requirements Provide digital picture and detail description Provide Custodian for inspection and pickup Coordinate with GSA on reserve/upsetprices

Upset Prices/Time Frames Upset price is the lowest price the agency is willing to accept Revive Bid -If upset is not met (GSA will contact you with highest bid) Our time frames for online sales are usually 7 or 15 days

Custodial Duties Provides the following: Contact information Property location Inspection dates and times Special requirements for removal Available during inspection and removal periods Accountable for the care and handling of property prior to its removal GSA does the rest!!

GSA Does the Rest Basic Services Offered – Asset lotting guidance On-line Sales Secure internet site Posting of items Posting of photos Featured items—listing and homepage Maintenance of registered bidders Electronic payment Automated closing Bid period extension Registration verification engine Collection of bid deposits Basic Services Offered – Asset lotting guidance Sales preparation Channel management and selection Asset description and listing preparation assistance Preparation of award documents Contract awards Financial and property line item accountability Contract administration Collection and processing of bid deposits Collection and deposit of proceeds Distribution of proceeds Off-line Sales Advertising of sale event Maintenance of specialized mailing lists Printing and distribution of IFBs Bid opening Registration of bidders Auctioneer On-site Sales Contracting Officer On-site collection of payments Follow up collection of defaults/late payments

Savings to the Agency No cashier No on-site Contracting Officer No additional cost for sale site location Reduces time and labor cost Reduces storage fees

Preferred Sale Method www.gsaauctions.gov Registration & verification online Featured items Flat or Proxy bidding Overtime features Bid deposit option Online Payment

What Can We Sell? Aircraft and Aircraft Parts ( 5) Boats and Marine Equipment ( 7) Communication Equipment ( 25) Computer Equipment and Accessories ( 119) Construction Equipment ( 8) Electrical and Electronic Equipment and Components ( 47) Agricultural Equipment and Supplies ( 23) Fire Trucks and Fire Fighting Equipment ( 3) Furniture ( 62) Hand Tools & Shop Equipment ( 16) Household/Personal ( 21) Industrial Machinery ( 30) Jewelry & Exotic Collectibles ( 17) Lab Equipment ( 25) Medical, Dental, and Veterinary Equipment and Supplies ( 63) Miscellaneous ( 78) Motorcycles & Bicycles ( 7) NASA Shuttle/Hubble ( 2) Office Equipment and Supplies ( 25) Photographic Equipment ( 12) Trailers, Tractors and Manufactured Housing ( 58) Real Estate ( 101) Vehicles ( 124)

Property Roll over into GSA Sales Contracting Officer Request Confirmation Agency Confirm Property Availability Contracting Officer Place Property on Sale

Sale runs for 7 to 15 days Sale closes and CO sends successful bidder list to custodian with removal information 2 Days to pay 10 days to remove property Default for non-payment/removal/reoffer Continue

Preparing to Report Property You must determine… The Condition and Value of the Property: Abandonment and Destruction Report for Disposal The Property Type: Non-Reimbursable/Excess Surplus Reimbursable/Exchange Sale Shuttle or Non-Shuttle items The Federal Supply Class (FSC): User Guide GSAXcess.gov

Condition Codes 1 New - Property which is in new condition or unused condition and can be used immediately without modifications or repairs. 4 Usable - Property which shows some wear, but can be used without significant repair. 7 Repairable - Property which is unusable in its current condition but can be economically repaired. X Salvage - Property which has value in excess of its basic material content, but repair or rehabilitation is impractical and/or uneconomical. S Scrap - Property which has no value except for its basic material content.

Federal Supply Class (FSC) The Federal Supply Classification System permits the classification of all items used by the Federal Government. Items are classified in a four-digit class First two digits: group or major category of commodities Last two digits: the class or the subdivision within a group Groups cover a broad range of categories and are further broken down by classes.

Describing Property Standardization Template for Property Descriptions Vehicles Miscellaneous Property Generators Heavy Equipment Boats & Boat Motors Trailers

Describing Vehicles When reporting vehicles for disposal you must provide the: Year of manufacture Make – Name of manufacture Model – Name of vehicle Body Style - Sedan (4 door), Coupe (2 door), Pickup, Truck, Cab/Chassis

Describing Vehicles Vehicle Identification Number (VIN) Mileage (can be estimated) Number of Cylinders Fuel Type – Gasoline or Diesel Color

Describing Vehicles Your description should also include: Number of Doors Transmission Type – Automatic (AT), Standard (ST) (can include 4 or 5 speed) Options List - Air Conditioning (AC), Power Steering (PS), Power Brakes (PB), Etc. Driveline – 4X2, 4X4, 6X6 Tonnage – ¾ Ton, 2 Ton, 5 Ton License or ID Number

Describing Vehicles Condition codes 7, S and X should include as much information as possible. All repairs and deficiencies should be listed. Is the vehicle operable or inoperable. Repairs list should include problems with: Mechanical – Engine, Transmission, Drive Train Electrical - Heat and Air, Power Options Cosmetic - Cracked Windshield, Paint, Interior Accident/Frame Damage (may require salvage title) Flood Damage (must be disclosed on title)

Describing Vehicles Example: 2000 Ford F150 Regular Cab Pickup, VIN: 1F456123H12345687, Mi: 87,000, V8, Gasoline, Dark Blue, 2-DR, AT/AC/PS/PB/PDL/PW/CC. Repairs required but not limited to oil leak, air conditioner, flat tire, operable

Describing Miscellaneous Property Descriptions for miscellaneous property should include: Manufactures name Model number Serial Number/Part Number Quantity Other details such as color and size Condition of property should indicate any known repairs or deficiencies such as parts that are missing or broken.

Describing Miscellaneous Property Example: One lot consisting of: Computer, Laptop, Dell, Mdl: 456, est 5; Fax Machines, Brother, Mdl: 678, est 3; and Cell Phones, Nokia, Mdl: 6140, est 10. Repairs Required

Describing Generators Generator descriptions should include all the information required for miscellaneous property… Manufacture Name Model Number Serial Number Quantity They will also include: Fuel Type – Gasoline, Diesel Kilowatts Hours

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

Describing Heavy Equipment Descriptions include: Manufacture Model Engine Type and Size Serial Number Hours Fuel Type Tonnage Condition should indicate if the equipment is operational.

Describing Heavy Equipment Example: One lot consisting of: Backhoe Loader, 1989 Caterpillar, mdl: 426, Perkins diesel engine, shuttle shift w/ manual transmission, 4x4, 10,226 hrs., SN: 7BC04169. Used/Operable

Describing Boats and Boat Motors When reporting boats for disposal you will be required to provide: Hull ID Number Year Manufacture/Make Model Body Style (such as pontoon or runabout) Fuel Type Number of Cylinders This information is necessary for the Certificate to Obtain Title (SF97).

Describing Boats and Boat Motors Your property descriptions should also include the: Engine type (inboard or outboard) Engine size Length Horse power Number of hours on the engine And trailer information if necessary Some states require outboard boat motors to be titled.

Describing Boats and Boat Motors Example: 1979, Monark, Seville, 26 ft SportBoat, SN: MAK353030379, Gasoline Sterndrive. Repairs required but not limited to cracked hull, engine needs repairs.

Describing Trailers A Certificate to Obtain Title is provided for all trailers sold by GSA, therefore you must provide: VIN/ID Number Year Manufacture/Make Model Body Style (such as flatbed, utility, boat) Length Number of Axles and Wheels

Describing Trailers Example: 1967 LaCrosse DF6C 20, 40 ft, 2 axel-dual tandem, flatbed trailer, BC:74100, S/N 1043919, good tires. Repairs required, needs decking

Pictures Providing pictures with your property report can make a big difference in the final selling price. Your pictures should be detailed and clearly display… only items included in the disposal report any damage to property Pictures can be edited before the sale if necessary. Pictures entered in GSAXcess® are forwarded to sales.

Descriptions and Photos Providing accurate and complete descriptions along with clear detailed pictures of your excess and surplus property will…. Ensure Maximum Return on Investment Save you time Limits Rejection/Claims

Pictures Why should the picture be rectangular? Type: digital Format: .jpg Size: rectangular Quantity: no more than 12

Picture Size GSAXcess® automatically resizes the pictures to 600 X 400 pixels. A square picture will show some distortion when resized to the shape of a rectangle.

Picture Quality Lighting – Detail Clutter Sufficient to show color and details. Avoid shadows. Detail Fill the entire frame with the detail. Show the entire item plus sectional views. Clutter Avoid background distractions. Use a plain colored fabric backdrop if possible.

Personal Property Sales Training MySales Federal Acquisition Services Federal Acquisition Services Personal Property Sales Training MySales

What does ‘MySales’ Do? Provides status of property for sale Withdraw property from sale Helps with inventory management My Sales – affords federal agencies the means to maintain status of their property reported to GSA to sell and feature to withdraw items.

Gaining Access to ‘MySales’ You Need Access code & password Access code same as GSAXcess user code Complete Access Request Form & submit My Sales – affords federal agencies the means to maintain status of their property reported to GSA to sell and feature to withdraw items.

www.mysales.fas.gsa.gov

Acess Request Form Send or Fax MySales Access Request Form PLEASE PRINT: Agency Name: ____________________________________________________ Agency/Bureau Code: (2-Digit Agency Code) (2-Digit Bureau Code) Activity Address Code (6-Digits): REQUESTING ACCESS FOR: Name: ____________________________________________________ Mailing Address: ____________________________________________________ City _______________________________ State ______________ Zip Code _____________ Telephone Number (Including Area Code): _________________________________________ Fax Number (Including Area Code): _____________________________________________ Email Address: ______________________________________________________________ If you have an access code for GSAXcess and would like to use the same access code for MySales, please enter it here: _________ ,otherwise, you will be issued a new access code for MySales. Select Screens to Access: Review Your Sale Items Withdraw Your Property Items From The Sales Process Update Your User Information Authorizing Official’s Name: ____________________________________________________ Title (Area Property Officer or National Utilization Officer): ____________________________ _______________________________________ Authorizing Official’s Signature Please send your form to: Deborah Leith MySales Coordinator 2200 Crystal Drive Crystal Plaza 4, Room 706 Arlington, VA 20406 Telephone Number: (703) 605-2913 or (703) 605-5610 Fax Number: (703) 605-9833 Email Address: deborah.leith@gsa.gov Acess Request Form Send or Fax

Enter Your Access Code 1 Use Default Password 12345678 2 3 Hit Login or Enter 4 Change Your Password

Basic functions for Property Custodian Two functions currently available: 1. Review Your Sale Items 2. Withdraw Property Items from the Sales Process Custodial Menu: 1. User maintenance 2. Update users Change passwords Permission levels for agencies: Review Sale Items Withdraw Items from sale Update Your User Information Custodian User Maintenance Basic functions for Property Custodian

Only Available to Persons Designated By Agency Two functions currently available: 1. Review Your Sale Items 2. Withdraw Property Items from the Sales Process Custodial Menu: 1. User maintenance 2. Update users Change passwords Permission levels for agencies: Review Sale Items Withdraw Items from sale Update Your User Information Custodian User Maintenance Only Available to Persons Designated By Agency

Only Available to Fleet Personnel Two functions currently available: 1. Review Your Sale Items 2. Withdraw Property Items from the Sales Process Custodial Menu: 1. User maintenance 2. Update users Change passwords Permission levels for agencies: Review Sale Items Withdraw Items from sale Update Your User Information Custodian User Maintenance Only Available to Fleet Personnel

Update Your User Information Two functions currently available: 1. Review Your Sale Items 2. Withdraw Property Items from the Sales Process Custodial Menu: 1. User maintenance 2. Update users Change passwords Permission levels for agencies: Review Sale Items Withdraw Items from sale Update Your User Information Custodian User Maintenance  Update Your User Information

Hit Menu or Back Button to Return to Main Menu You will Need to Change the Activity Address Code Each Time you Need to View a Different One Two functions currently available: 1. Review Your Sale Items 2. Withdraw Property Items from the Sales Process Custodial Menu: 1. User maintenance 2. Update users Change passwords Permission levels for agencies: Review Sale Items Withdraw Items from sale Update Your User Information Custodian User Maintenance

Change Your Password

Review Your Sale Items

Listing of all items

Search Options to List

Available Items ONLY

Detail Item page

Withdraw Option

Select items to withdraw Only AVAILABLE items listed to withdraw Can Only Withdraw "Available For Sale" Items

Confirm withdraw.

Confirmation

Property Withdrawn Successful If Status shows Withdrawn on (Date) the item was withdrawn by the Owning Agency Confirmation  Property Withdrawn Successful

by Regional Office Property Withdrawn If Status shows Withdrawn on (Date) and a Status Message the Item was Withdrawn by the Regional Office  Property Withdrawn by Regional Office

Most Common Status Messages Used by the Regions for Withdrawn/Return Withdrawn on (date) because Item is Not Available Withdrawn on (date) for Agency Use Returned on (date) due to No Bids received

Ultimate Success of Disposal PAID Ultimate Success of Disposal REMOVED

Ultimate Success of Disposal PAID Ultimate Success of Disposal REMOVED

What Can I Expect to Receive if the Item Sells? When an item sells a copy of the Purchaser’s Receipt will be sent via email at the time of payment to the owning agency.

What Happens if an Item Doesn’t Sell? When an item doesn’t sell, the Sales Contracting Officer (SCO) will contact the owning agency’s Point of Contact (POC) and coordinate a second attempt. If the item doesn’t sell after agreed attempts by the owning agency and SCO, a return letter or an email from the Sales Contracting Officer will be sent to the owning agency POC.

Questions???