OGS Procurement Services Group 2007 State Purchasing Forum

OGS Procurement Services Group 2007 State Purchasing Forum Disposition of Surplus Property Bureau of Federal Property Assistance

Presenter’s Contact Information Terry Flynn State Surplus Personal Property Office of General Services Terry. Flynn@ogs. state. ny. us (518) 457 -6335 OGS Website www. ogs. state. ny. us 2007 State Purchasing Forum – Disposition of Surplus Property

Bureau of Federal Property Assistance “About Federal Surplus Property” 2007 State Purchasing Forum – Disposition of Surplus Property

What is Federal Surplus Property? • Federal surplus property is federally purchased property, other than real estate, which is no longer useful to any federal agency. This property is declared surplus and is available for donation to eligible organizations. A service charge is applied to each item of property provided to a donee. • The Federal Property and Service Administration Act of 1949, authorized the donation of federal surplus personal property. • The distribution of surplus property within New York State is administered by the OGS Bureau of Federal Property Assistance. 2007 State Purchasing Forum – Disposition of Surplus Property

Who is Eligible to Participate? • A government entity or public agency established pursuant to State Law. • Indian Tribes. • Non-profit tax exempt health or educational organizations including; hospitals, clinics, schools, public or non-profit agencies licensed by the State Education or Health Department funded under the Older Americans Act of 1965, under Title IV or Title XX of the Social Security Act or under the Economic Opportunity Act of 1964. 2007 State Purchasing Forum – Disposition of Surplus Property

Who is Eligible to Participate? • Educational radio and television stations, museums, and public libraries chartered, licensed, approved and/or accredited by the State or other appropriate authority; PROVIDED THAT the entity has: Ø tax-exempt status under Section 501 of the Federal Internal Revenue Code of 1954; Ø the program serves and benefits a substantive segment of the public; and Ø full time status, year round, with salaried employees. 2007 State Purchasing Forum – Disposition of Surplus Property

What Are the Benefits? • Saving taxpayer dollars by extending the useful life of federal surplus personal property. • Reduction of program costs through the use of surplus property. • Property valued at more than $14, 000 is distributed through this program annually. 2007 State Purchasing Forum – Disposition of Surplus Property

What is Available? • OGS Federal Surplus Agents tour federal sites and identify items available for acquisition that may be of use to registered donees. Items identified by OGS Federal Surplus Agents as potential candidates for donation are listed on the OGS federal website. • If you are interested in obtaining a particular item, please complete the on-line request form. You can also view sample listing of items previously acquired on our website. 2007 State Purchasing Forum – Disposition of Surplus Property

What is Available? To visit our web page, please use the following web address: http: //www. ogs. state. ny. us/ support. Services/fed. Surplus/ aboutfederal. html 2007 State Purchasing Forum – Disposition of Surplus Property

Compliance Federal law specifies terms and conditions applying to the receipt and use of surplus property. 2007 State Purchasing Forum – Disposition of Surplus Property

Some of the General Requirements Are: • Items must be acquired for organizational purposes. ITEMS MAY NOT BE ACQUIRED FOR PERSONAL USE. • Items must be placed in use within 12 months of receipt and used for a period of 12 months thereafter (vehicles – 18 months, vessels greater than 50 feet – 5 years, aircraft – 5 years). Items not being utilized by an organization in accordance with this requirement must be reported back to the New York State Federal Program for transfer or other disposition. 2007 State Purchasing Forum – Disposition of Surplus Property

Some of the General Requirements Are: • During the restricted period of use, the organization may not sell, trade, lease, lend, bail, encumber, or otherwise dispose of such items without the prior written approval of the General Services Administration (GSA) through the NYS Federal Program. • Cannibalization or secondary use of an item for purposes other than its original, intended use may be approved at the time it is first acquired or subsequently by an organization submitting an acceptable written request and justification. 2007 State Purchasing Forum – Disposition of Surplus Property

New York Donations This waste baler is a local government’s dream come true. 2007 State Purchasing Forum – Disposition of Surplus Property

New York Donations • The baler is a 1997 Sierra, originally valued at $467, 924 by the federal government and produces metal bales 18’x 18’ up to 5’ long, weighing up to 800 pounds. • The New York county that received the baler stated that, “this high tech piece will increase the efficiency and give the county an edge in marketing and sorting bulk metals. ” • By processing the bulky metals, the county expects to more than double its sales revenue for baled products. 2007 State Purchasing Forum – Disposition of Surplus Property

New York Donations The Hannawa Falls Fire Department fulfilled its wish of a Zodiac to replace their 1945 Army surplus GMC Duyck to perform water rescue services along the St. Lawrence Seaway, the wilderness lakes, and the rapid-flowing rivers and streams within their jurisdiction. 2007 State Purchasing Forum – Disposition of Surplus Property

New York Donations The new acquisition has greatly enhanced the dive team’s training and has provided them with the equipment they need to perform their life-saving mission. 2007 State Purchasing Forum – Disposition of Surplus Property

New York Donations Green Island Fire Department The irony of the GIFD logo – the logo for both the Governors Island Fire Department and the Green Island Fire Department – is not lost on firefighters who use the Duplex/ Thibeault ladder truck acquired from the U. S. Coast Guard through New York State Federal Surplus Property. 2007 State Purchasing Forum – Disposition of Surplus Property

New York Donations The firefighters have even installed a placard on the front bumper of their new truck that reads, “From Governors Island to Green Island”, to honor federal firefighters from Governors Island who donated the equipment to the fire department of Green Island. 2007 State Purchasing Forum – Disposition of Surplus Property

New York Donations This truck had an original acquisition cost of $285, 000. The service charge was only $4, 000, with approximately another $20, 000 in repairs and equipment, including modifications to the station house doors so that the truck would fit inside the firehouse. 2007 State Purchasing Forum – Disposition of Surplus Property

New York Donations One item that required no modification, of course, was the logo. The Green Island Fire Department estimates savings at over $100, 000, based on the purchase of a comparable truck from a commercial dealer. 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Previous Items Received by Our Customers Through Our Program 2007 State Purchasing Forum – Disposition of Surplus Property

Bureau of Surplus Personal Property “About Surplus Personal Property” 2007 State Purchasing Forum – Disposition of Surplus Property

Bureau of Surplus Personal Property The Bureau of Surplus Personal Property is responsible for the proper disposal of all appropriate surplus personal property for all State departments and agencies, at more than 1, 500 locations statewide. The program, operating with a staff of 8 is located at the Gov. W. Averell Harriman State Office Building Campus in Albany. Operating authority is identified as Section 178 of the State Finance Law, with enforcement of the law by periodic audit of state agencies by the NYS Office of the State Comptroller. 2007 State Purchasing Forum – Disposition of Surplus Property

Bureau of Surplus Personal Property The major functions of the Bureau of Surplus Personal Property are identified as follows: Transfer Process Recycle usable assets between and among agencies. Public Auction Sales Dispose of cars, trucks and highway maintenance equipment to the public through competitive bidding to obtain maximum revenue return. 2007 State Purchasing Forum – Disposition of Surplus Property

Bureau of Surplus Personal Property E-bay Sales Dispose of all commodities and, on a limited basis, vehicles and highway maintenance equipment, to the public via competitive bidding to obtain maximum revenue return. Warehouse Options Provide a central facility for the storage of and/or acquisition of surplus office furnishings by/to State agencies. 2007 State Purchasing Forum – Disposition of Surplus Property

Definition • Any item owned by the State which is not classified as real estate and is no longer considered useful to the State. • The Office of General Services administers the disposal of this State owned property. • This property is referred to as “surplus personal property”. 2007 State Purchasing Forum – Disposition of Surplus Property

Availability • Property declared surplus is offered for sale as it becomes available. • State agencies have first priority for the reuse of surplus property before it’s made available to the general public. • Various State agencies received 7, 374 items (e. g. , desks, chairs, file cabinets, etc. ) last calendar year through transfer at a cost avoidance to the State of more than $1, 000. • Various State agencies also received 193 vehicles last calendar year through transfer at a cost avoidance to the State of more than $1, 000. 2007 State Purchasing Forum – Disposition of Surplus Property

Sale of Property • Items are offered at a Vehicle and Highway Equipment Auction or through an E-bay Auction. • We conducted 56 vehicle auctions in 2006 resulting in revenue of over $4. 5 million dollars. There were 2, 932 state vehicles and over 2, 000 miscellaneous highway equipment items sold at public auction. • We also conducted over 2, 000 E-bay sales in 2006 resulting in revenue of over $880, 000. Examples of items sold on E-bay include: ski lifts, silos, sailboats, airplanes and a lumber mill. 2007 State Purchasing Forum – Disposition of Surplus Property

Advertising • Vehicle auction dates, times and locations are advertised prior to sale through this website: https: //www 3. ogs. state. ny. us/surpluspublic/ auction/default. asp • Approximately 2 to 3 weeks prior to each auction, a list of vehicles and items to be sold are also published on this website. • Vehicle auctions are also advertised in a local newspaper in relation to the auction location. 2007 State Purchasing Forum – Disposition of Surplus Property

Condition of Property is sold “as is”, “where is”. Prospective buyers are responsible for determining the condition of the property prior to purchase and are encouraged to inspect all items before bidding. 2007 State Purchasing Forum – Disposition of Surplus Property

Property Pick-Up • The removal of purchased property is the responsibility of the purchaser. • Property cannot be removed unless full payment has been made. • Property must be removed within the prescribed time limits. Typically, 4 State business days are allowed for vehicles/highway equipment and 10 business days after receipt of property release for E-bay items. 2007 State Purchasing Forum – Disposition of Surplus Property

Award The State reserves the right to reject any bid which, in its opinion, does not represent a fair price and further to reject any bidder which it considers unable to meet the terms of sale. 2007 State Purchasing Forum – Disposition of Surplus Property

Payment Vehicle and Highway Equipment Auctions • Full payment must be made in cash, certified funds or a “good check” (with prior approval from the auctioneer) only. • Checks should be made payable to the New York State Office of General Services (NYS OGS). • Public/State agencies are allowed to use vouchers with prior approval. 2007 State Purchasing Forum – Disposition of Surplus Property

Payment E-bay Auctions: • Payment can be made by money order, bank/ cashier check, Master. Card, Visa, American Express or Discover Card. • Paypal is not accepted. • Checks should be made payable to NYS OGS. To visit our web page, please use the following web address: http: //www. ogs. state. ny. us/support. Services/ state. Surplus/purchprop. html 2007 State Purchasing Forum – Disposition of Surplus Property

New York State Vehicle and Highway Equipment Spring and Early Summer Auction Schedule 2007 State Purchasing Forum – Disposition of Surplus Property

Disposing of and Obtaining Surplus State Personal Property 2007 State Purchasing Forum – Disposition of Surplus Property

Forms Used CS-201, Report of Surplus Personal Property Before agencies forward their surplus items to the OGS Surplus Property Program, we expect those items with memory such as computers, servers and other items to be wiped clean of all data. OGS has revised the form that the source agency submits when turning over their surplus items. It now includes an Information Security Certification statement that an agency official must sign. This will assure us that the sanitizing has occurred before OGS accepts responsibility for surplus items. We have also implemented a random checking process. 2007 State Purchasing Forum – Disposition of Surplus Property

Forms Used CS-201. 1, Report of Surplus Motor Vehicles and Motorized Equipment This form must be filled out for each vehicle surplussed and submitted with the original, unsigned title to State Surplus Personal Property (457 -6335). Also, see the guide for completion of a CS 201. 1. 2007 State Purchasing Forum – Disposition of Surplus Property

Procedure to Declare Surplus and Dispose of State Surplus Personal Property (Except Vehicles) Agency determines that is has no further need for the property, prepares a CS 201 and if the property is in good condition, indicates such on the CS 201 and sends the form to State Surplus Property. If the property is not in good condition (poor or unusable, and having little or no value and no potential re-use by another agency) the agency may dispose of those items by issuing their own local disposition authorization (LDA). 2007 State Purchasing Forum – Disposition of Surplus Property

Procedure to Declare Surplus and Dispose of State Surplus Personal Property (Except Vehicles) Agencies and departments that administer local dispositions are responsible for ensuring timely and effective disposal, receipt and appropriate deposit of any revenue derived, including sales tax. Additionally, agencies have responsibility for maintaining complete, accurate and auditable records related to their disposal of surplus personal property. LDA’s completed by State agencies are subject to audit by the NYS Office of the State Comptroller. 2007 State Purchasing Forum – Disposition of Surplus Property

State Surplus Property Availability Notice and Transfer Request Application Logon Screen • We offer surplus property to other State agencies through the Intranet before it is sold to the public. • State agencies can also declare their items surplus on-line and request items for transfer that are listed on the Intranet. • To be able to view the Intranet, a registration form to request a Username and Password needs to be completed. 2007 State Purchasing Forum – Disposition of Surplus Property

Report of Surplus Personal Property CS-201 This form is available at: http: //www. ogs. state. ny. us/ support. Services/state. Surplus/ default. State. html 2007 State Purchasing Forum – Disposition of Surplus Property

2007 State Purchasing Forum – Disposition of Surplus Property

Report of Surplus Motor Vehicles and Motorized Equipment This form is available at: http: //www. ogs. state. ny. us/ support. Services/state. Surplus/ default. State. html 2007 State Purchasing Forum – Disposition of Surplus Property

Guide for Completion of CS 201. 1 - Report of Surplus Motor Vehicles and Motorized Equipment 2007 State Purchasing Forum – Disposition of Surplus Property

Questions and Answers ? 2007 State Purchasing Forum – Disposition of Surplus Property

Presenter’s Contact Information Terry Flynn State Surplus Personal Property Office of General Services Terry. Flynn@ogs. state. ny. us (518) 457 -6335 OGS Website www. ogs. state. ny. us 2007 State Purchasing Forum – Disposition of Surplus Property