Georgia
Surplus Property
Manual
Revised January 2021 Reduce, Reuse, Recycle
Department of Administrative Services
200 Piedmont Ave. Ste. 1804 West Tower
Atlanta, GA 30334-9010
J. Alexander Atwood, Commissioner
Georgia Surplus Property Manual 1: Overview and General Information
Department of Administrative Services
January 2021
1
Table of Contents
Chapter 1: Purpose and Application of Surplus Property Manual ......................................................2
1.1 Purpose ..................................................................................................................................... 2
1.2 Applicability of Surplus Property Manual ................................................................................. 2
Chapter 2: About Surplus ................................................................................................................2
2.1 Surplus Mission ......................................................................................................................... 2
2.2 Surplus Contact Information ..................................................................................................... 3
Chapter 3: Understanding Property Management and Surplus Definitions .......................................3
3.1 Key Elements of Property Management ................................................................................... 3
3.2 Property Definitions .................................................................................................................. 4
Chapter 4: Surplus Property Laws and Regulations ..........................................................................4
4.1 Laws pertaining to State Owned Property ................................................................................ 4
4.2 Laws and Regulations Pertaining to the Federal Surplus Property Program ............................ 7
Section 2. Surplus Program Eligibility, Applicability and Responsibilities ........... 8
Chapter 5: Applicability and Eligibility .............................................................................................8
5.1 Eligibility Applicability ............................................................................................................... 8
5.2 Eligibility Determination ........................................................................................................... 8
5.3 Redistribution Hierarchy ........................................................................................................... 9
Chapter 6: State Entity Responsibilities ...........................................................................................9
6.1 Entity Responsibilities ............................................................................................................... 9
6.2 Property Management Role Definitions ................................................................................. 10
6.3 Restrictions for Acquired State Property ................................................................................ 10
6.4 Sales to State Employees ........................................................................................................ 11
Chapter 7: Transaction Proceeds ................................................................................................... 11
7.1 Asset Disposal Proceeds .......................................................................................................... 11
7.2 Conditional Property Title Transfer......................................................................................... 12
Section 3. Disposing of State Property ............................................................. 13
Chapter 8: Overview of Disposal Process ....................................................................................... 13
8.1 Virtual Disposal ....................................................................................................................... 15
8.2 Asset Works (AW) ................................................................................................................... 15
Chapter 9: Surplus Disposal – Creating the Transaction.................................................................. 16
9.1 What Information is included in the Transaction Request? ................................................... 16
9.2 Tips for taking photos to accompany Transaction Request .................................................... 16
9.3 Additional Information to Include with Transaction Request ................................................ 17
Georgia Surplus Property Manual 1: Overview and General Information
Department of Administrative Services
January 2021
2
Chapter 10: Redistribution ............................................................................................................ 18
10.1 Intra-Agency Transfer ............................................................................................................. 18
10.2 Inter-Agency Transfer ............................................................................................................. 18
10.3 How to Complete a Surplus Inter-Agency Transfer- T (State to State) ................................... 18
10.4 Diagram of Inter-Agency Transfer Process ............................................................................. 19
10.5 Direct Negotiated Sale (DNS) (State to Eligible Donee) .......................................................... 19
10.6 Restrictions on Direct Negotiated Sales .................................................................................. 19
10.7 How to Complete a Surplus Direct Negotiated Sale - DNS (State to Eligible Donee) ............. 20
10.8 Direct Negotiated Sale Diagram .............................................................................................. 20
10.9 Vendor Return (State to Vendor) ............................................................................................ 21
10.10 How to Complete a Surplus Vendor Return - V (Trade-in)) .................................................... 21
10.11 Diagram of Vendor Return/Trade-In Process ......................................................................... 22
Chapter 11: Sales to the Public ...................................................................................................... 22
11.1 Internet Auctions .................................................................................................................... 22
11.2 Considerations when dealing with public buyers: .................................................................. 22
11.3 How to Complete an Internet Auction – IS (State to Public) .................................................. 23
11.4 “Retail” or Fixed Price Sales .................................................................................................... 23
11.5 How to Complete a Retail Sale – RS ........................................................................................ 23
11.6 Diagram of Public Internet /Retail Sales Process .................................................................... 24
Chapter 12: Disposal Authorization (Previously Destruction Authorization) .................................... 24
12.1 Authorized Disposal Guidelines .............................................................................................. 25
12.2 How to Complete an Authorized Disposal/Destruction .......................................................... 25
12.3 Affidavit of Disposal Form ....................................................................................................... 26
Chapter 13: Surplus Vehicles ......................................................................................................... 26
13.1 Vehicle Accidents .................................................................................................................... 27
13.2 How to Complete a Surplus Vehicle Transaction .................................................................... 27
13.3 Vehicle Disposal – Supplier Option ......................................................................................... 28
13.4 Vehicle Disposal - On-Site Disposal Option ............................................................................. 28
13.5 Completing the Title ................................................................................................................ 30
13.6 Vehicle Photo Requirements .................................................................................................. 31
13.7 Acquisition of Surplus Vehicles ............................................................................................... 33
Chapter 14: Electronics Disposal.................................................................................................... 34
14.1 Data Security ........................................................................................................................... 34
14.2 Environmental Considerations ................................................................................................ 35
14.3 Electronic Equipment Disposal Authority ............................................................................... 35
14.4 Electronic Disposal Options .................................................................................................... 35
14.5 Electronics Disposal Vendor .................................................................................................... 37
Chapter 15: Property Not Addressed by Surplus ............................................................................. 37
15.1 Missing or Stolen Property ...................................................................................................... 37
15.2 Trash, Scrap, Recyclables and Hazardous Materials ............................................................... 38
15.3 Lost and Found ........................................................................................................................ 39
Georgia Surplus Property Manual 1: Overview and General Information
Department of Administrative Services
January 2021
3
Chapter 16: Special Disposal Issues ............................................................................................... 39
16.1 Other Disposal Methods ......................................................................................................... 39
16.2 International Disposal ............................................................................................................. 39
16.3 Unique Disposal Items – Books ............................................................................................... 39
16.4 Weapons ................................................................................................................................. 40
Section 4. Federal Surplus Property ................................................................. 41
Chapter 18: Federal Surplus Program Overview ............................................................................. 41
18.1 Federal Redistribution Hierarchy ............................................... Error! Bookmark not defined.
18.2 Eligibility to Receive Federal Surplus Property ....................................................................... 41
Chapter 19: Acquiring Federal Surplus Property ............................................................................. 41
19.1 Considerations ........................................................................................................................ 41
19.2 How to Obtain Federal Surplus Property ................................................................................ 41
19.3 Costs of Acquiring Federal Surplus Property .......................................................................... 44
19.4 Federal Property Restrictions ................................................................................................. 44
Section 5. Other Terms and Conditions for Donee Surplus Acquisition ............ 45
Chapter 19: Property Condition/Return/Exchange ......................................................................... 45
19.1 State Property ......................................................................................................................... 45
19.2 Federal Property ..................................................................................................................... 45
Chapter 20: Limitations on Quantity ............................................................................................. 45
Chapter 21: Payment .................................................................................................................... 45
21.1 Forms and Terms of Payment ................................................................................................. 45
21.2 Payments by Check ................................................................................................................. 46
Appendix A - Surplus Forms .............................................................................. 47
Completing Affidavit of Disposal .................................................................................................... 48
Completing Agency Change Request ............................................................................................. 50
Designation of Certifying Officials and Property Selectors ............................................................ 51
Missing or Stolen Property Report ................................................................................................ 52
Appendix B - Federal Property Terms and Conditions ....................................... 54
Appendix C - Internet Online Sales Terms and Conditions ................................. 56
Appendix D - Glossary ....................................................................................... 59
Georgia Surplus Property Manual Section 1: Overview and General Information
Overview and General Information
Department of Administrative Services
January 2021
2
“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.”
Overview and General Information
Chapter 1: Purpose and Application of Surplus Property Manual
1.1 Purpose
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.
1.2 Applicability of Surplus Property Manual
This manual supersedes the Surplus Property Disposal Guide (Guide) and any revisions to the
Guide or the Manual issued prior to the effective date of the Manual.
Chapter 2: About Surplus
2.1 Surplus Mission
The mission of the Department of Administrative Services, Surplus Division is:
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.
Georgia Surplus Property Manual Section 1: Overview and General Information
Overview and General Information
Department of Administrative Services
January 2021
3
2.2 Surplus Contact Information
Surplus is centrally managed out of the administrative office in Atlanta:
200 Piedmont Avenue, S.E.,
Suite 1804 West Tower
Atlanta, Georgia 30334-9010
For more information, visit the Surplus web site at http://doas.ga.gov/surplus-property/
Chapter 3: Understanding Property Management and Surplus Definitions
3.1 Key Elements of Property Management
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
The key stages of managing state property are:
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
The State and its entities have distinct property management roles. The key definitions are
provided below:
• 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.”
• 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.
Requirements
$
$
$
Purchasing
Tracking &
Utilization
Disposal
Georgia Surplus Property Manual Section 1: Overview and General Information
Overview and General Information
Department of Administrative Services
January 2021
4
• Accountability is to “possess and have use of property with delegated
duties and responsibilities.”
• Responsibility is “to be answerable for a trust or obligation.”
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.
3.2 Property Definitions
Real property is assets or property that includes land and buildings, and anything affixed to the
land.
Personal property is “any fixed or movable tangible property used for operations, the benefits
of which extend beyond one year from the date of acquisition.” Essentially, personal property
refers any item that is owned by the state, and is not real estate, regardless of acquisition cost
or method.
Capital assets may be either real or personal property that have a value equal to or greater than
the capitalization threshold for the classification of the asset, and have an estimated life greater
than one year. The personal property capitalization threshold is currently $5,000. (Additional
information can be found in the Department of Audits, Capital Asset Guide.)
Surplus property is non-consumable personal property that the state no longer requires.
Chapter 4: Surplus Property Laws and Regulations
4.1 Laws pertaining to State Owned 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.).
§ 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.
Georgia Surplus Property Manual Section 1: Overview and General Information
Overview and General Information
Department of Administrative Services
January 2021
5
§ 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
Georgia Surplus Property Manual Section 1: Overview and General Information
Overview and General Information
Department of Administrative Services
January 2021
6
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
Georgia Surplus Property Manual Section 1: Overview and General Information
Overview and General Information
Department of Administrative Services
January 2021
7
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.
4.2 Laws and Regulations Pertaining to the Federal Surplus Property Program
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 the 41 CFR § 101-
42.000, § 101-43.000, §101-45.000 and cross-referenced to the Federal Management Regulation
(FMR) (41 CFR chapter 102, parts 102–1 through 102–220).
O.C.G.A. § 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, 81st 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;
Listed below are 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
Georgia Surplus Property Manual Section 1: Overview and General Information
Overview and General Information
Department of Administrative Services
January 2021
8
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
Section 2. Surplus Program Eligibility, Applicability and Responsibilities
Chapter 5: Applicability and Eligibility
5.1 Eligibility Applicability
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.
5.2 Eligibility Determination
Georgia’s Surplus Program is not an entitlement program. Donee eligibility is determined on a
case-by-case basis in accordance with state and federal laws and regulations. Eligible program
participants are called “donees.” 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, transactions will be conducted the same as 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 the state
and federal surplus property.
Georgia Surplus Property Manual Section 2. Surplus Program
Eligibility, Applicability and Responsibilities
Department of Administrative Services
January 2021
9
• Nonprofit organizations classified by the Internal Revenue Service (IRS) as a 501 (c)
organization may be considered to receive state and federal surplus property.
• Veteran Service Organizations (VSO) designated by the Secretary of the US Veteran
Administration 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 sale would
be in the best interest of the state.
5.3 Redistribution Definition and Precedence
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 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)
Chapter 6: State Entity Responsibilities
6.1 Entity Responsibilities
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).
Georgia Surplus Property Manual Section 2. Surplus Program
Eligibility, Applicability and Responsibilities
Department of Administrative Services
January 2021
10
• 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.
• 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 State Properties Commission 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 (e.g.
vehicles, trailers, etc.) disposition records for audit purposes.
6.2 Property Management Role Definitions
1. Donee. A donee is any eligible organization that is enrolled in the state and/or federal
surplus property program.
2. Surplus Authorizations. There are two primary designations of users in the Surplus system
whose status is recorded on the entity Selector list:
1. Authorized User
o Has authority to conduct all matters of business pertaining to the acquisition,
utilization, and disposal of surplus. Can obligate entity funds.
o Delegates entity personnel as Property Selector.
o Entity heads are always Authorized Users.
Note: Agencies may have more than one Authorized user.
2. Property Selector
o Authorized to select property and obligate entity funds.
o May not authorize other entity personnel.
Note: Surplus maintains lists of other key entity officials, such as the entity head and Chief
Information Officer (CIO), for the disposal of electronic materials.
6.3 Restrictions for Acquired State Property
For a period of twelve (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
Georgia Surplus Property Manual Section 2. Surplus Program
Eligibility, Applicability and Responsibilities
Department of Administrative Services
January 2021
11
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.
6.4 Sales to State Employees
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 OCGA §45-10-20 et seq. 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 items to public auction, in which state
employees can also participate. See section 14.4 for special instructions on the sale of
electronic equipment.
Chapter 7: Transaction Proceeds
7.1 Asset Disposal Proceeds
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 DOAS utilizes to calculate 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.
Georgia Surplus Property Manual Section 2. Surplus Program
Eligibility, Applicability and Responsibilities
Department of Administrative Services
January 2021
12
• 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 sold, 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 - $49,999
75%
$7,500
≥$50,000
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.)
7.2 Conditional Property Title Transfer
The Surplus Property program is not an entitlement program. Enrolled participants (state and
local government entities and nonprofit organizations) must meet specific eligibility criteria and
are known as “donees”. “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 Restrictions for Acquired State
Property of this manual. Property title transfers to public buyers as soon as payment is
received, and the item(s) are removed. The chart below describes the conditional restriction
period:
Property From
Property To
Title Transfer Restrictions
State
State
None
Local Government
After 12-month restrictions are met
Nonprofit
After 12-month restrictions are met
Public
None
Federal
State
Restrictions based on property
Local Government
Restrictions based on property
Nonprofit
Restrictions based on property
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
13
Section 3. Disposing of State Property
Chapter 8: Overview of Disposal Process
Once a state entity decides that property is no longer needed, Surplus will work with the entity
to ensure that the selected disposal method returns the most value to the state. According to
state law, there are five basic disposal options:
1. Transfer between state entities
2. Negotiated sale to eligible donees
3. Trade in on the purchase of new equipment
4. Sale to the public through a bidding process
5. Destruction
The disposal process typically flows through the following transaction options:
Redistribution (Transfer, Direct Negotiated Sale, Vendor Return)
Public Sale (Internet Auction, “Retail” Sale, Live Auction, Other)
Destruction/Disposal
The disposal process is managed for each individual piece of property and entity. Depending on
the situation, these processes and other disposal methods may be employed as necessary and in
any order. The Surplus Division is responsible for determining the disposal method that is in the
state’s best interest. Not all property will be offered for transfer to state entities.
Note: Regardless of the type, all requests for disposal authorization must be received prior to the
actual disposal. Requests after-the-fact will not be authorized
The diagram below provides a high-level overview of the disposal process.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
14
Agency enters
transaction into
Asset Works
Received?
Transaction
reviewed by
Surplus
StopRedistribute
Sell to Public
Scrap
Electronics
Stop
Stop
Stop
Authorized
Disposal
Agency correct
and reenter
On-site Disposal Process Overview
• All transactions are processed through the
Asset Works system.
• Agencies do not collect any money and
should not release any material without a
Bill of Sale or other release authorization
from the Surplus Property Division
Go
To
Go
To
Go
To
Go
To
- Transfer
- Direct Negotiated Sale
- Vendor Return
- Internet Sale
- Retail Sale
- Live Auction
- Public Sale other
- Electronics Disposal (ELC
- On-site destruction
- Off-site destruction
- Donation if original acquisition
cost is
Yes
Yes
Yes
Yes
Yes
No
The actual disposal process for all the transaction types is comprised of four basic steps:
1. State entity enters the transaction request with market quality photos into the Asset
Works (AW) system.
2. Surplus virtually receives the property and determines the best disposal method.
3. Surplus conducts the transaction(s); entity is notified throughout the process by the AW
system. State entity releases/disposes of property.
4. Once disposed of, the entity references the AW transaction number as authorization to
remove the asset from its inventory.
Typically, this process takes between 10 to 22 business days, depending on the type of
transaction, the accuracy of the information provided by the entity, and other factors. The
public sale option has the longest turnaround time as depicted below.
Average Turnaround for the Disposal Process
Surplus recieves
transction in AW
1 -2 business days
Posts property to
DOAS website
5 business days
Posts property for
Public Sale
3-5 business days
Buyer pays &
removes property
5-10 business days
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
15
This represents the “typical” sales process time frame. Depending on circumstances, some
transactions may be processed in as little as one day, while others may be intentionally held for
longer periods to allow for marketing or other reasons that are in the state’s best interest.
8.1 Virtual Disposal
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 – Reduces transportation and handling costs
• Flexible – Entity determines the disposal start times
• Available statewide – Assets available within the local community
8.2 Asset Works (AW)
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
Note: The 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 Users, Managers, and Directors profile only denote
permission in the AW system. Individuals may hold both Property Management and AW User
roles but require 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.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
16
Personnel assigned to manage entity assets must enroll in an online training program. Once
successfully completed, authorized individuals will be provided with program access.
Chapter 9: Surplus Disposal – Creating the Transaction
Regardless of the disposal method, the first step in the process is entering the disposal request
into the Asset Works system. Since the assets are located throughout the state, the information
that is sent to Surplus must be complete and accurate. Specific instructions for completing the
Transaction Request are found in the Asset Works User Guide
9.1 What Information is included in the Transaction Request?
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.
9.2 Guidelines for taking photos to accompany Transaction Request
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
will assume that all items pictured are being offered for sale, even if the camera is focused
on one item and the written description is specific.
2. Capture key details. Take as many views 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.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
17
3. Use correct lighting. Any lighting or sun should be behind the camera. Watch for shadows
that hide details.
4. Save in the correct file format. The picture format must be .jpg and sized to 600 x 400 (1
MB). In MS Office Picture Manager (if available) resize to “Pre-Defined” selection, Web-
Large (640x480). If the photo is taken with a mobile phone, size the photo to “Medium” and
attach it to the transaction request. Turn off Date/Time stamp.
5. Name pictures for easy identification. When submitting multiple items on a request (system
limits 5 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.
6. Designate folder(s) to store the pictures on your PC. This will help navigate to this folder to
attach your photos to the Transaction Request.
Note: There are special photo requirements for vehicles. See Section 7.6 of this Manual for
details.
9.3 Additional Information to Include with Transaction Request
When surplusing equipment, the following list includes other information that is helpful to know
and may be requested when describing the property.
• Date taken out of service
• Was this item known to be operational when last in service?
• Acquisition cost if known
• Any kind of damage
• Engine type –how may cylinders?
• Motor – Size, HP, Hours
• Fuel type– Gas, Diesel, Propane, Electric
• Voltage 110 or 220
• Hertz
• Single or 3 Phase?
• What type of plug does the item have?
• Brand
• Manufacturer
• Model
• Year
• Serial Number
• VIN (Vehicle Identification Number)
• HIN (Hull Identification Number Boats)
• Weight
• Size – provide dimensions: height, length, and width
• Tank size? Number of gallons
• Type of tank? Material made of, Fiberglass, Metal, Poly, etc.
• Generator – What is the KW size?
• Is the item skid mounted or trailer mounted?
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
18
• All data plate information that is available
Chapter 10: Redistribution
Redistribution of state assets is a primary goal of Surplus. Frequently, assets that are no longer
needed in one entity may still have useful life in another. The state saves not only through
acquisition cost avoidance, but in the purchasing administration costs as well.
Agencies are encouraged to develop business relationships with other state entities, local
governments, and participating nonprofit entities in their communities. Redistribution within
local communities strengthens the entity’s standing and supports the economy as well as saves
the entity time and other disposal costs. Redistribution options include Intra-Agency Transfer,
Inter-Agency Transfer (T), Direct Negotiated Sale (DNS) and Vendor Return (V).
10.1 Intra-Agency Transfer
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 ensure that the
property cannot be used by someone else in the entity, including other physical sites. If the
property physically resides within the custodian entity, property that is being moved between
internal business units does not require DOAS approval. Examples:
• Georgia Department of Corrections (GDC) moves property between facilities (the
property remains within GDC)
• Atlanta Technical College moves property to Wiregrass Technical College (TCSG to TCSG)
• University of Georgia moves property to Georgia State University (BOR to BOR)
Note: The Surplus Property Division will not issue transfer authorization numbers for these
transactions.
10.2 Inter-Agency Transfer
Inter-Agency Transfers occur when property is moved between state agencies or entities. Since
the property is owned by the state, Transfers are conducted at no cost to either entity.
10.3 How to Complete a Surplus Inter-Agency Transfer- T (State to State)
1. Custodian entity enters the Transaction Request in Asset Works, selects Transfer under the
Method.
2. Entity manager approves transaction.
3. Surplus virtually receives the request and verifies receiving entity eligibility.
4. Surplus completes the transfer in Asset Works.
5. Custodian entity completes the physical transfer.
6. Receiving entity adds asset to property inventory records.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
19
7. Surplusing entity removes assets from property inventory records.
10.4 Diagram of Inter-Agency Transfer Process
Agency enters
transaction into
Asset Works
Receive
Transaction
request in Asset
Works
Verify
receiving
agency
approval
authority
Complete the
Transfer in Asset
Works
Agencies
conduct physical
transfer and
update records
Stop
Inter Agency Transfer Process
10.5 Direct Negotiated Sale (DNS) (State to Eligible Donee)
Direct Negotiated Sales are 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 “free” or “$1.00” fee. Price and conditions are established by
the Surplus Property Division who 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 may consider extenuating
circumstances.
10.6 Restrictions on Direct Negotiated Sales
For a period of twelve (12) months from the date of transfer or sale, all state surplus property
will be 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.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
20
The Surplus Property Division 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 Department of Administrative Services’
discretion.
10.7 How to Complete a Surplus Direct Negotiated Sale - DNS (State to Eligible Donee)
1. Custodian entity enters the Transaction Request in Asset Works, selects DNS under the
Method. Provides receiving entity contact information.
2. Entity manager approves transaction.
3. Surplus virtually receives the request, verifies receiving entity eligibility and establishes
negotiated price.
4. Surplus will collect the service charge and issue a Bill of Sale.
5. Donee presents Bill of Sale and Custodian entity completes the physical transfer.
6. Custodian entity removes assets from property inventory records.
10.8 Direct Negotiated Sale Diagram
Agency enters
transaction into
Asset Works
Receive
Transaction
request in Asset
Works
Receiving
entity
eligible?
Assist
receiving
entity with
Eligibility
process
Agency
eligible?
Stop
Establish FMV
Issue DNS,
generate invoice
collect payment
Notify both
agencies of
authorization
Stop
Transfer the
property
Find new donee
or disposal
process
Yes
Yes
No
No
Direct Negotiated Sale (DNS) Process
Agency enters
transaction into
Asset Works
Receive
Transaction
request in Asset
Works
Receiving
entity
eligible?
Assist
receiving
entity with
Eligibility
process
Agency
eligible?
Stop
Establish FMV
Issue DNS,
generate invoice
collect payment
Notify both
agencies of
authorization
Stop
Transfer the
property
Find new donee
or disposal
process
Yes
Yes
No
No
Direct Negotiated Sale (DNS) Process
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
21
10.9 Vendor Return (State to Vendor)
Vendor Return/Trade-In 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 of transactions are:
• IT/Computer replacement procurements (vendor agrees to remove old equipment)
• Capital equipment procurement (e.g. tractors)
• Building systems replacements (e.g. HVAC removal)
• “Totaled” vehicle damage where other party pays for liability
• Weapon upgrades from State Wide Contract
10.10 How to Complete a Surplus Vendor Return - V (Trade-in))
1. Custodian entity enters the Transaction Request in Asset Works, selects V under the method
and enters the supplier contact information with supporting documentation describing the
benefit(s).
2. Entity manager approves transaction.
3. Surplus virtually receives” the request, verifies receiving entity is authorized, request is
appropriate for “new, like property”, and that provisions of agreement convey a benefit to
the state.
4. Surplus will issue the authorization via email.
5. Custodian entity completes the physical transfer.
6. Custodian entity removes assets from property inventory records.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
22
10.11 Diagram of Vendor Return/Trade-In Process
Agency enters
transaction into
Asset Works
Receive
Transaction
request in Asset
Works
Vendor Return (V) Process
Replace like
equipment?
Select other
disposal method
Demonstrate
benefit to State?
Issue Vendor
Return
Stop
Go
To
Yes
Yes
No
No
Chapter 11: Sales to the Public
Items that have not been redistributed or destroyed are normally offered via the internet to the
public through either auction sale or fixed price.
In keeping with the mission to redistribute property, all materials may be listed for 5 days to
eligible donees prior to authorizing the sale to the public. Agencies should plan for this cycle
when developing their disposal schedule.
11.1 Internet Auctions
Internet auction services are the preferred method for public sale of property because it is:
• Wide reaching, international audience promotes competition and generally higher
prices.
• Fast, specific sales criteria can be programmed into the sale such as starting price,
reserves or selling time.
• Different sites have niche markets allowing Surplus to better focus sales.
11.2 Considerations when dealing with public buyers:
• Ensure that 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 or facilities so customers are prepared with the
correct equipment (i.e. on 2
nd
floor, no elevator, have loading dock, etc.)
• Read the public sale Terms and Conditions (Appendix C) to better understand the
agreement between the buyer and state. It is written to protect both parties.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
23
• Do not discuss, promise, or guarantee condition, parts, pricing, etc. It is the buyers’
responsibility to inspect the items prior to bidding.
• Do not release property to anyone without the 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.
11.3 How to Complete an Internet Auction – IS (State to Public)
1. Custodian entity enters the Transaction Request in Asset Works, selects IS under the
Method.
2. Entity manager approves transaction.
3. Surplus virtually receives the request, posts to appropriate auction site.
4. Surplus, answers customer questions, conducts the sale, contact winning bidder, collect
payment, etc.
5. After submitting payment, winning buyers will be issued a Bill of Sale. They should contact
the custodian to arrange a pick-up appointment. They will present the bill of sale at the
appointed pick-up time as proof of payment to remove property. Buyers have 5 business
days to pay and 5 days to remove the property.
6. Custodian entity completes the physical transfer and returns a copy of the signed Bill of Sale
to the Surplus Division.
7. Custodian entity removes assets from property inventory records.
11.4 “Retail” or Fixed Price Sales
Retail Sales are intended to give agencies an opportunity to offer low cost property to the local
community. It is particularly suited for the disposal of office furniture and small items, not
including electronics such as cellular devices, laptops, tablets, storage devices, etc. The original
acquisition value must be less than $5,000 to qualify for a retail sale.
Any items with an expected return of $50 or more should be offered through an Internet Sale,
not Fixed Price. It is not intended to by-pass other disposal methods that generate higher
returns or ensure equitable opportunity.
State employees may participate in retail sales, but the sales opportunities must be available to
all employees.
11.5 How to Complete a Retail Sale – RS
1. Custodian entity enters the Transaction Request in Asset Works, selects RS under the
Method. Provide buyer contact information under “Receiving Agency.”
2. Entity manager approves transaction.
3. Surplus virtually receives” the request.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
24
4. Surplus conducts the sale and sends buyer an invoice.
5. Buyer will pay through online payment portal and will be issued a Bill of Sale. Buyer will
present the bill of sale at the appointed pick-up time as proof of payment to remove
property. Buyers have 5 business days to pay and remove the property.
6. Custodian entity completes the physical transfer.
7. Custodian entity removes assets from property inventory records.
11.6 Diagram of Public Internet /Retail Sales Process
Chapter 12: Disposal Authorization (Previously Destruction Authorization)
Destruction of property is frequently the most appropriate method of disposal. Destruction
should be considered when property is damaged, and repair is either not feasible,
inappropriate, or the cost exceeds the fair market value (FMV).
The Affidavit of Disposal (AD) permits disposal options other than destruction. Issuing the AD is
required before any property disposal.
Agency enters
transaction into
Asset Works
Receive
Transaction
request in Asset
Works
Public Sales Process
Surplus sends
individual
invoice
Buyer pays via
PayPal
Surplus issues
Bill of Sale to
agency and
buyer
Retail
Internet
Agency releases
property
Removes asset
from record
End
Notes:
• In order to be considered for a
Retail Sale, the original acquisition
cost must be ≤$5000
• Internet Sales that default will
either be offered to next winning
bid or reposted.
• Items that still don’t sell may be
offered through the AD process.
Surplus posts to
internet site,
highest bidder
wins
Internet or
Retail Sale?
Agency enters
transaction into
Asset Works
Receive
Transaction
request in Asset
Works
Public Sales Process
Surplus sends
individual
invoice
Buyer pays via
PayPal
Surplus issues
Bill of Sale to
agency and
buyer
Retail
Internet
Agency releases
property
Removes asset
from record
End
Notes:
• In order to be considered for a
Retail Sale, the original acquisition
cost must be ≤$5000
• Internet Sales that default will
either be offered to next winning
bid or reposted.
• Items that still don’t sell may be
offered through the AD process.
Surplus posts to
internet site,
highest bidder
wins
Internet or
Retail Sale?
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
25
Note: All requests for disposal authorization must be received prior to destruction and disposal.
Requests after-the-fact will not be authorized.
12.1 Authorized Disposal Guidelines
1. Generally speaking, any property with a FMV less than $20.00 that cannot be redistributed
within the custodian entity should be considered for disposal. This excludes highly pilfered
items or electronic equipment capable of storing data (i.e. flash drives).
2. When an entity requests disposal authorization, the intrinsic value must be considered.
Frequently an item may not be useful for its intended purpose (i.e. metal desk with a broken
leg) but still has scrap or recycle value. In this case, it is in the state’s best interest to
destroy through scrap or recycling rather than paying disposal costs.
3. It is in the state’s best interest that all disposals are conducted in the most environmentally
appropriate and friendly manner. Redistribution is preferred to recycling and recycling is
preferred to trash. The goal is to minimize the state’s waste as much as possible.
4. DOAS has contracted with a vendor to dispose of electronics (see Section 3.Chapter 14:
Electronics Disposal). The disposal of trash, scrap, or recycling (other than electronic) is an
entity responsibility and as such, the entity bears any cost and collects any proceeds.
5. It is the entity’s responsibility to complete the destruction/disposal as soon as practical after
approval is given. For audit purposes, the completed affidavit must be retained according to
records retention regulations.
12.2 How to Complete an Authorized Disposal/Destruction
1. Custodian entity enters the Transaction Request in Asset Works, selects AD under the
Method.
2. Entity manager approves transaction.
3. Surplus virtually receives the request.
4. If approved, surplus will issue the AD number and notify the custodian by email.
5. Custodian entity disposes of the material through either
a. Witnessed on-site destruction
b. Removal by approved vendor (i.e. scrap metal)
6. Custodian entity completes the Affidavit of Disposal and files for inventory records.
7. Custodian entity removes assets from property inventory records.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
26
12.3 Affidavit of Disposal Form
The Affidavit of Disposal (AD) provides two options for disposal—destruction or donation—
described below. Prior approval from Surplus is required before destruction/disposal. See
instructions for completing the form in Appendix A.
1. When property is designated for destruction, it must be rendered unserviceable and
disposed of in an environmentally appropriate manner (i.e. placed in a dumpster). 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 adding to and
paying for waste disposal. 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
groups for donation and are cautioned when exercising this option to not show favoritism to
any specific entity.
Chapter 13: Surplus Vehicles
The process for the disposal of state vehicles is the same as any other property, except that
there may be conditions that suggest a specific disposal method. Vehicles that are damaged in
an accident or have mechanical failure may require immediate removal and/or storage.
Additionally, some agencies do not have vehicle storage capability. Surplus has a contract
vehicle auction company to manage many of these issues. State agencies have two options for
disposing of vehicles—supplier disposal and on-site disposal. Regardless of the disposal option
selected, the entity will be responsible for:
• Ensuring the original title and keys are with the vehicle.
• Ensure the vehicle is safe to operate and notify DOAS anytime a vehicle meets the
criteria of “salvage” defined by the Georgia Department of Revenue
• Clearing any confidential vehicle with Department of Revenue.
• Removing all state markings (decals and/or vehicle wraps) and the license plate. (The
entity may retain plate for a future vehicle or destroy/discard it.)
• Paying all transportation costs.
• Once disposed, remove the asset from custodian asset record.
• Entering one vehicle per Transaction Request in Asset Works.
Note: Redistribution to eligible entities (state entities must comply with Policy 10, Rules,
Regulations and Procedures Governing the Use and Assignment of Motor Vehicles, Purchase,
Operation and Disposal of Motor Vehicles and Associated Record-keeping, Not all vehicles will be
offered for transfer to state entities.) is always the first consideration. If a state entity has a local
government contact that could be interested in a vehicle, they are encouraged to notify the
surplus office at the time the disposal request is submitted. Do not however, arrange or agree to
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
27
any price or conditions. Items that are not redistributed are sold to the public through
contracted internet auction providers.
Salvage vehicle definition
In Georgia, a salvage vehicle is any motor vehicle:
• Damaged to the extent that its restoration to an operable condition would require the
replacement of two or more component parts.
• That an insurance company has paid a ‘total loss claim’ and the vehicle has not been
repaired, regardless of the extent of damage or the number of major parts damaged.
• Imported and was damaged in shipment and disclaimed by the manufacturer as a result of
the damage:
▪ Has never subject of a retail sale, and
▪ Has never been issued a title.
• Titled in another state and branded as “Total Loss,” “Salvage,” “Fire,” “Flood,” or “Water.”
Salvage vehicles cannot be operated legally on public roads in Georgia.
13.1 Vehicle Accidents
Report all vehicle accidents within 48 hours to DOAS Fleet Management by calling toll free
1-877-656-7475. 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.
13.2 How to Complete a Surplus Vehicle Transaction
The general process consists of the following steps:
1. Custodian entity enters the Transaction Request in Asset Works, selects T under the
method. The listing must contain:
o Vehicle Description (Make, Model, Year)
o Vehicle Identification Number (VIN)
o Mileage
o General Condition (Excellent, Good, Fair, Poor)
o Copy of front and back of original title as an attachment.
2. Entity manager approves transaction.
3. Surplus “receives” the request.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
28
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.
13.3 Vehicle Disposal – Supplier Option
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
• Move vehicle to supplier. Entities have the following choices for transporting
vehicle to vendor:
o Entity may deliver the vehicle(s) to the supplier once Surplus approves and
establishes a delivery appointment.
o 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.
• Entity will remove the license plate and all state markings or stickers.
• Entity will send the original, signed title with the vehicle.
o 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
• Inspect the vehicle and complete any required inspection form.
• Remove decals if entity has failed to (this will be billed back to the entity)
• Take required photos (See 13.6 for minimum requirements.)
• Make available for redistribution to eligible donees
• Sell to the public any vehicles not redistributed
13.4 Vehicle Disposal - On-Site Disposal Option
On-site disposal will generally be the disposal method of choice if:
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
29
• 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.
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:
• Vehicle Description (Make, Model, Year)
• Vehicle Identification Number (VIN)
• Mileage
• General Condition (Excellent, Good, Fair, Poor)
• Completed Vehicle Inspection Form
• Market quality photos of the vehicle (.jpg only, see below))
• A copy of the front and back of the title (Note: The title must be in the
custodian entity’s name.)
• Original title must be available and transferred with the vehicle.
• 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.
• Do not sign the title over to DOAS Surplus.
Note: Do not send incomplete disposal requests. Surplus cannot process the request
until all the information is provided. Incomplete requests will be voided
2. Entity manager approves transaction.
3. Surplus “receives” the request.
4. Custodian verifies that the keys for the vehicle are available.
5. Custodian removes:
• License plate
• Entity decals (Please do not spray paint over the decals. This is the number one
customer complaint about surplus vehicles. A hair blow 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.
The Bill of Sale will be the custodian’s authorization to remove the vehicle from the 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.
https://dor.georgia.gov/power-attorney-usage
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
30
13.5 Completing the Title
1. The Custodian 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. The purchaser’s information and buyer’s signature are completed when the vehicle is
picked up by the donee or the internet customer.
a. When the vehicle is sold to a company rather than an individual, the purchaser’s
legal name must be the company name. Print in the purchaser’s name space the
name of the signing individual, followed by the word “for” and the company name.
For example, John Public for ABC Auto. The purchaser must sign his own name on
the Buyer’s signature line.
1
2
2
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
31
13.6 Vehicle Photo Requirements
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.
• Picture format. The corresponding file extension is .jpg.
• Picture file size. The maximum size of each picture is 1MB (generally, this is
600x400 pixels).
• Location for storing pictures. When pictures are stored on your PC, designate
folder(s) to store the pictures. You will need to navigate to this folder name to
upload pictures.
2. Record picture numbers from the camera 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. Clean the vehicles of
unnecessary trash prior to taking photos.
a. 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.
b. Take two interior photos or the front and rear seats (if applicable) with the door(s)
open.
c. Take a picture of engine and any special items you may want to feature.
d. Any other damage must also be photographed.
e. Other Items – take as many views as necessary to accurately show the item.
i. Additional interior photos of the back of vans and pickups
ii. Ramps, hoists, or other specialized equipment.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
32
Minimum On-Site Vehicle Photo Samples
Front Driver Side Rear Passenger Side
Note: These 2 photos show the entire vehicle, nothing has been cut off or hidden.
Interior (cleaned) Rear Interior
Engine Compartment Show any other damage
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
33
13.7 Acquisition of Surplus Vehicles
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.
Type of Vehicle
Not Available
for Transfer or
Purchase
Only Available to
Police / Public
Safety
Only available
<175,000 Miles
Only Available <
275,000 Miles (GAS)
/ < 500,000Miles
(DIESEL)
Only Available <
800,000 Miles
Pre-2005 15 Passenger Vans
X
Ford Crown Victoria
X
X
Sedans, Small Vans and Pick
Up Trucks no greater than
10,000 Pounds GVW
X
Cutaways and all vehicles
from 10,000 to 26,000 Pounds
Gross Vehicle Weight Rating
(GVWR)
X
All Vehicles with a GVWR
greater than 26,000 Pounds
X
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
34
• No Vehicle Greater Than 15 Years Old (Difference Between Vehicle Model Year and Current
Calendar Year) is Available for Purchase or Transfer
• No Vehicle with Broken or Rolled Over Odometers Unless Mileage can be Established by
OFM Records is Available for Purchase or Transfer
• Exceptions:
1. Technical Schools and Public Safety Training Center for Non-Road Worthy Vehicles
Only
2. Historical Vehicles Used for Display or Public Relations
Chapter 14: Electronics Disposal
Electronic equipment constitutes a separate classification of disposal for two overriding
issues: data security and environmental protection. The most common electronics
equipment that must be handled differently includes, but is not limited to:
• Computers (CPU) (includes desktop, laptop, server)
• External data storage/back-up devices
• PDAs
• Copiers with or without data storage capability
• Monitors and Television Sets (all types, CRT, LCD, etc.)
• Peripherals (includes keyboards, mouse, speakers)
• Printers (includes all types, laser, inkjet, bubble jet, dot matrix, plotters, etc.)
• Scanners
• Hubs and Routers
• Digital Projectors
• Pagers
• Fax Machines
• Typewriters
• Telephone Systems and Handsets, Cellular Phones
• Calculators
• Answering Machines
• DVD and VCR Players/Recorders
• Radios, CD Players and Stereo Equipment
Note: “Electric” does not necessarily mean “Electronic”. For example, fans, heaters,
refrigerators, and microwaves are not electronic.
14.1 Data Security
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
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
35
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 that they are in
full compliance with all applicable Georgia Technology Authority Enterprise Policies, Standards,
and Guidelines on Electronic Media Disposal, Information Risk Management, and others.
14.2 Environmental Considerations
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 Surplus authorized disposal
site for destruction. Under no circumstance will state entities dispose of electronic
components as refuse (trash, landfills, etc.) or by other than the DOAS contracted supplier.
14.3 Electronic Equipment Disposal Authority
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.
14.4 Electronic Disposal Options
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.
• Transfer to another state entity:
o Agencies may transfer equipment to other state entities without removing
the data storage devices.
o All data must be removed from any storage device.
o 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.
o All entity asset identification tags must be removed prior to transfer.
• Direct Negotiated Sale (DNS):
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
36
o Agencies may request a DNS of electronic equipment to authorized surplus
donees (municipal government and eligible nonprofit entities).
o All data storage devices must be removed prior to transfer and must be
sent to the authorized supplier for final disposition
▪ The state will not release electronic equipment that contains a data
storage device to these customers.
o 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.
o These devices must be transferred to the Surplus authorized disposal site for
destruction.
o All entity asset identification tags must be removed prior to transfer.
• Vendor Return:
o 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.
o 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.
o 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.
• Public Sales:
o Electronic equipment may be sold to the public; however, all data storage
devices must be removed prior to transfer.
▪ The state will not under any circumstance release electronic
equipment that contains a data storage device to the public.
o 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.
o All entity asset identification tags must be removed prior to transfer.
o 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.
• Destruction (ELC/AD):
o Agencies may designate electronic equipment as scrap and request
destruction authorization.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
37
o Transaction request must show the actual piece count for the property by
item description.
o 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.
o All data storage devices that have been removed must be sent to the
authorized vendor for final disposal.
o Affidavit of Disposal is not required if ELC # is provided.
14.5 Electronics Disposal Vendor
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.
Chapter 15: Property Not Addressed by Surplus
It is important to note that some personal property is not handled through Surplus. The most
common categories that require other actions are listed below.
15.1 Missing or Stolen Property
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.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
38
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 or stolen property Appendix A is a sample form to document.
15.2 Trash, Scrap, Recyclables and Hazardous Materials
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. Contact information can be found on their Web
site: https://epd.georgia.gov/ Please contact your local EPD office for disposal guidance.
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
39
15.3 Lost and Found
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 web
site). Unclaimed items remaining after the waiting period may be donated to nonprofit
community service providers.
Chapter 16: Special Disposal Issues
16.1 Other Disposal Methods
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.
16.2 International Disposal
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 the host county laws/regulations.
16.3 Unique Disposal Items – Books
There are many state entities that maintain books for their operations. Particularly, universities,
colleges, 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. 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 have not redistributed or sold may be offered to local nonprofit organizations after
Georgia Surplus Property Manual Section 3: Disposing of State Property
Department of Administrative Services
January 2021
40
all other disposal methods. If they must be destroyed, it should be accomplished through a
paper recycling program.
16.4 Weapons
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.
Georgia Surplus Property Manual Section 4: Federal Surplus Property
Department of Administrative Services
January 2021
41
Section 4. Federal Surplus Property
Chapter 18: Federal Surplus Program Overview
Federal surplus property is received through the U. S. General Services Administration (GSA) and
other federal entities for redistribution to state and local governments and certain eligible
nonprofit organizations. Federal surplus property is allocated by GSA on a competitive basis to
all states. DOAS Surplus is the State Agency for Surplus Property (SASP) and acts as the federal
government’s agent for eligible donees in the State of Georgia to acquire federal surplus
property.
18.1 Eligibility to Receive Federal Surplus Property
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.
Chapter 19: Acquiring Federal Surplus Property
Federal surplus property can be identified in several ways: eligible entities can screen General
Service Administration (GSA) surplus inventory online, can be informed of available items by
Surplus, or can be contacted directly by a federal entity redistributing property. Regardless of
how federal surplus property is identified, the process to obtain the property is the same.
19.1 Considerations
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 specified date.
19.2 How to Obtain Federal Surplus Property
1. Agencies “screen” for desired property. Screening is the term used for searching for federal
property.
• All customers eligible for federal property may screen.
• Property may be screened:
o In person (Surplus must request permission for agencies to screen in person) or
o Online at http://gsaxcess.gov
• GSAXcess requires unique user access codes. Please send the following
information to DOAS[email protected]v :
o First Name:
o Last Name:
o Phone Number:
o Email Address:
Georgia Surplus Property Manual Section 4: Federal Surplus Property
Department of Administrative Services
January 2021
42
You will receive an e-mail from GSAXc[email protected] containing your unique User ID and a
temporary password. You will be prompted to change the temporary password during your
initial log-in.
Georgia Surplus Property Manual Section 4: Federal Surplus Property
Department of Administrative Services
January 2021
43
Main Search Screen:
Detailed Search Screen:
2. Entity emails contact information and the control number and quantity of desired item(s) to
[email protected]ov with “Federal Property Request” in the subject line.
• 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.
• If approved, DOAS provides a Letter of Authorization to Remove Property (LOAR) to the
entity.
• The entity must provide payment to DOAS and pick up property by date specified.
Control Number
Georgia Surplus Property Manual Section 4: Federal Surplus Property
Department of Administrative Services
January 2021
44
19.3 Service Charge for Acquiring Federal Surplus Property
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.
19.4 Federal Property Restrictions
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.
Georgia Surplus Property Manual Section 5:
Other Terms and Conditions for
Donee Surplus Acquisition
Department of Administrative Services
January 2021
45
Section 5. Other Terms and Conditions for Donee Surplus Acquisition
Chapter 19: Property Condition/Return/Exchange
19.1 State Property
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.
19.2 Federal Property
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 within 30 days of receipt to the Surplus
Director. If authorized, property must be returned at the donees’ expense and in usable
condition. If the return is authorized, a credit to the customers’ account for the service charge
may be issued based on the return date:
1. Return in 1 – 15 days 100%
2. Return in 16 – 30 days 50%
Chapter 20: Limitations on Quantity
Appropriate redistribution is defined by the documented mission of entity receiving the
property. The receiving entity must demonstrate the need for the requested property as it
applies to its stated mission. If an entity has changed its mission, it must update their eligibility
file to determine if the new functions meet the eligibility requirements.
To ensure equitable distribution, DOAS Surplus reserves the right to limit the quantity of all
property that an entity may acquire. The decision regarding “equitable and appropriate” is at
Surplus’ discretion. DOAS Surplus reserves the right to deny property to any organization.
Agencies may appeal the decision to the Surplus Director whose decision is final.
Chapter 21: Payment
21.1 Forms and Terms of Payment
All payments must be made through DOAS 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:
Georgia Surplus Property Manual Section 5:
Other Terms and Conditions for
Donee Surplus Acquisition
Department of Administrative Services
January 2021
46
• 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.
21.2 Payments by Check
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.
Georgia Surplus Property Manual Appendix A – Surplus Forms
Department of Administrative Services
January 2021
47
Appendix A - Surplus Forms
Affidavit of Disposal (AD) – Used to document when property is destroyed or disposed. All
destructions/disposals must be witnessed by two state employees and both must sign the affidavit.
Agency Change Request – Used to update the entity authorized users or contact information.
Designation of Certifying Officials and Property Selectors – Used to add/modify authorized users for
property acquisition, utilization, and disposal as well as for appointing entity property selectors.
Missing and Stolen Property Form – Used to document property that has been lost or stolen.
Vehicle Inspection Form – Used to document a vehicle’s condition of in preparation for surplus status.
Downloadable forms are available on the DOAS Surplus website.
Georgia Surplus Property Manual Appendix A – Surplus Forms:
Affidavit of Disposal
Department of Administrative Services
January 2021
48
Completing Affidavit of Disposal
Georgia Surplus Property Manual Appendix A – Surplus Forms:
Instructions for Completing the Surplus
Property Affidavit of Disposal
Department of Administrative Services
January 2021
49
Georgia Surplus Property Manual Appendix A – Surplus Forms:
Agency Change Request
Department of Administrative Services
January 2021
50
Completing Agency Change Request
Instructions
1. Enter the agency name
2. If the business or mailing address has changed, enter the changes under the appropriate
address heading.
Note: If the agency address has not changed, do not complete this section.
3. For property selectors whose contact information has changed, enter the
• Contact information – Name, Title, Phone, Email.
• Authorization status – select Certifying Official or Property Selector from drop down
menu.
• Notify – indicate whether this person will receive Surplus email updates.
Georgia Surplus Property Manual Appendix A –Surplus Forms:
Designation of Certifying Officials and
Property Selectors
Department of Administrative Services
January 2021
51
Designation of Certifying Officials and Property Selectors
Instructions
1. Enter the agency name.
2. Identify Certifying Officials
• Enter the Name, Title, Telephone, and Email Address for certifying officials.
• Mark the Notify box if the Certifying official will be placed on the email distribution list.
3. Identify Property Selectors
• Enter the Name, Title, Telephone, and Email Address for property selectors.
• Mark the Notify box if the Property Selector will be placed on the email distribution list.
4. Send complete form to surplusproperty@doas.ga.gov for processing.
1
2
3
Georgia Surplus Property Manual Appendix A –Surplus Missing or Stolen
and Missing Property Report
Department of Administrative Services
January 2021
52
Missing or Stolen Property Report
Instructions
1. Enter Report Date (date this form is being completed).
2. Complete agency information section. Ensure contact data is where property is located.
3. Complete Property information with as much information as you know about the item(s).
4. Complete Circumstances section with as much information as you know.
5. Retain this document for your records.
Georgia Surplus Property Manual Appendix A –Surplus Forms:
Surplus Vehicle Inspection Form
Department of Administrative Services
January 2021
53
Instructions
This form is required for any on-site disposal request. All fields are required. Attach to Transaction
Request in AW.
Georgia Surplus Property Manual Appendix B – Federal Property
Terms and Conditions
Department of Administrative Services
January 2021
54
Appendix B - Federal Property Terms and Conditions
A. THE DONEE CERTIFIES THAT:
1. It is a public agency; or a nonprofit educational or public health institution or organization, exempt from taxation under
section 501 of the Internal Revenue Code of 1954; within the meaning of section 203(J) of the Federal Property and Administrative
Service Act of 1949, as amended, and the regulations of the Administrator of General Services.
2. If a public agency, the property is needed and will be used by the recipient for carrying out or promoting for the
residents of a given political area one or more public purposes, or, if a nonprofit tax-exempt institution or organization, the
property is needed for and will be used by the recipient for educational or public health purposes, and including research for such
purposes. The property is not being acquired for any other use or purpose, or for sale or other distribution; or for permanent
use outside the state, except with prior approval of the State agency.
3. Funds are available to pay all costs and charges incident to donation.
4. This transaction shall be subject to the nondiscrimination regulations governing the donation of surplus personal
property issued under Title VI of the Civil Rights Act of 1964; Title VI, Section 606 of the Federal Property and Administrative
Services Act of 1949, as amended; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Educational
Amendments of 1972, as amended; and Section 303 of the Age Discrimination Act of 1975.
B. THE DONEE AGREES TO THE FOLLOWING FEDERAL CONDITIONS:
1. All items of property shall be placed in use for the purposes for which acquired within one year of receipt and shall be
continued in use for such purposes for one year from the date the property was placed in use. In the event the property is not
so placed in use, or continued in use, the donee shall immediately notify the State agency, and at the donees expense, return
such property to the State agency, or otherwise make the property available for transfer or other disposal by the State agency,
provided the property is still usable as determined by the State agency.
2. Such special handling or use limitations as are imposed by General Services Administration (GSA) on any item(s) of
property listed hereon.
3. In the event the property is not so used or handled as required by (B) (1) and (2) title and right to the possession of such
property shall at the option of GSA revert to the United States of America and upon demand the donee shall release such property
to such person as GSA or its designee shall direct.
C. THE DONEE AGREES TO THE FOLLOWING CONDITIONS IMPOSED BY THE STATE AGENCY, APPLICABLE TO ITEMS WITH A UNIT
ACQUISITION COST OF $5,000 OR MORE AND PASSENGER MOTOR VEHICLES, REGARDLESS OF ACQUISITION COST, EXCEPT
VESSELS 50 FEET OR MORE IN LENGTH AND AIRCRAFT:
1. The property shall be used only for the purpose(s) for which acquired and for no other purpose(s).
2. There shall be a period of restriction which will expire after such property has been used for the purpose(s) for which
acquired for a period of 18 months from the date the property is placed in use, except for such items of major equipment, listed
hereon, on which the State agency designates a further period of restriction.
3. In the event the property is not so used as required by (C) (1) and (2) and Federal restrictions (B) (1) and (2) have expired
then title and right to the possession of such property shall at the option of the State agency revert to the State of Georgia and
the donee shall release such property to such person as the State agency shall direct.
D. THE DONEE AGREES TO THE FOLLOWING TERMS, RESERVATIONS AND RESTRICTIONS:
1. From the date it receives the property listed hereon and through the period(s) of time the conditions imposed by (B) and
(C) above remain in effect the donee shall not sell, trade, lease, lend, bail, cannibalize, encumber, or otherwise dispose of such
property, or remove it permanently, for use outside the State, without prior approval of GSA under (B) or the State agency under
(C). The proceeds from any sale, trade, lease, loan, bailment, encumbrance or other disposal of the property, when such action
Georgia Surplus Property Manual Appendix B – Federal Property
Terms and Conditions
Department of Administrative Services
January 2021
55
is authorized by GSA or by the State agency, shall be remitted promptly by the donee to GSA or the State agency, as the case may
be.
2. In the event any of the property listed hereon is sold, traded, leased, loaned, bailed, cannibalized, encumbered, or otherwise
disposed of by the donee from the date it receives the property through the period(s) of time the conditions imposed by (B) and
(C) remain in effect, without prior approval of GSA or the State agency, the donee, at the option of GSA or the State agency shall
pay to GSA or the State agency, as the case may be, the proceeds of the disposal or for the fair market value or the fair rental
value of the property at the time of such disposal as determined by GSA or the State agency.
3. If at any time, from the date it receives the property through the period(s) of time the conditions imposed by (B) and (C)
remain in effect, any of the property listed heron is no longer suitable, usable, or further needed by the donee for the purpose(s)
for which acquired, the donee shall promptly notify the State agency, and shall, as directed by the State agency, return the
property to the State agency, release the property to another donee or another State agency, a department or agency of the
United States, sell or otherwise dispose of the property. The proceeds from any sale shall be remitted promptly by the donee to
the State agency.
4. The donee shall make reports to the State agency on the use, condition, and location of the property listed hereon, and on
other pertinent matters as may be required from time to time by the State agency.
5. At the option of the State agency, the donee may abrogate the conditions set forth in (C) and the terms, reservations and
restrictions pertinent thereto in (D) by payment of any amount as determined by the State agency.
E. THE DONEE AGREES TO THE FOLLOWING CONDITIONS, APPLICABLE TO ALL ITEMS OF PROPERTY LISTED HEREON:
1. The property acquired by the donee is on an as is, where is basis, without warranty of any kind.
2. Where a donee carries insurance against damages to or loss of property due to fire or other hazards and where loss of or
damages to donated property with unexpired terms, conditions, reservations or restrictions, occurs, the State agency will be
entitled to reimbursement from the donee out of insurance proceeds, of an amount equal to the unamortized portion of the fair
value of the damaged or destroyed donated items.
F. TERMS AND CONDITIONS APPLICABLE TO THE DONATION OF AIRCRAFT AND VESSELS (50 FEET OR MORE IN LENGTH) HAVING
AN ACQUISITION COST OF $5,000 OR MORE, REGARDLESS OF THE PURPOSE FOR WHICH ACQUIRED:
The donation shall be subject to the terms, condition, reservations, and restrictions set forth in the conditional Transfer
document executed by the authorized donee representative.
G. HOLD HARMLESS AGREEMENT:
THE DONEE AGREES to hold harmless the UNITED STATES GOVERNMENT, THE STATE OF GEORGIA, and their respective
departments, agencies, institutions, and employees harmless from any or all debts, liabilities, judgments, costs, demands, suits,
actions, or claims of any nature arising from or incident to the donation of the property, its= use or final disposition.
U:\FEDTRMS.WPD
Georgia Surplus Property Manual Appendix C – Internet Online Sales
Terms and Conditions
Department of Administrative Services
January 2021
56
Appendix C - Internet Online Sales Terms and Conditions
•
Georgia SALES TAX IS REQUIRED on all sales except those made to tax-exempt
businesses and for vehicles. Buyers with a valid state sales tax-exemption certificate
must provide a copy of the certificate prior to payment.
•
The seller is unable to determine if the offered item(s) are missing parts or
pieces, and the OPERATIONAL CONDITION IS UNKNOWN.
•
All property is offered for sale "AS IS - WHERE IS." Bidders are invited and strongly
encouraged to physically inspect the offered property prior to bidding.
All bidders and other participants of this auction agree that they have read and fully
understand these terms and agree to be bound thereby. When placing a bid, if you win,
you will be obligated to buy the product at the said price you indicated as your bid. All
sales are considered final upon placing the winning bid for the property.
Inspection: Most offered items are used and may contain defects not immediately detectable.
Buyers are invited and strongly encouraged to physically inspect the offered property
prior to bidding. Buyers must adhere to the inspection dates and times indicated in the item
description or contact the individual listed on the item posting to schedule an inspection.
Acceptance of Terms and Conditions: By submitting a bid, the Buyer agrees that they have
read, fully understand and accept all Terms and Conditions of Online Sales and, if the bid is
accepted, agrees to pay for and remove the property by the dates and times specified. If a
buyer fails to comply with any of these terms and conditions, the Georgia Department of
Administrative Services shall have all rights and remedies available under the laws of the State
of Georgia.
Guaranty Waiver: All property is offered for sale “AS IS - WHERE IS.” Georgia Department of
Administrative Services (Seller) makes no warranty, guaranty or representation of any kind,
expressed or implied, as to the merchantability or fitness for any purpose of the property
offered. The Buyer is not entitled to any payment for loss of profit or any other damages –
special, direct, indirect, punitive or consequential.
Description Warranty: Seller warrants to the Buyer that the property offered for sale will
conform to its basic description. The property may contain flaws and/or defects that may not be
immediately detectable. Any claim for misdescription must be made prior to removal of the
property.
Consideration of Bid: Seller reserves the right to reject any and all bids and to withdraw from
sale any of the items listed at any time.
Georgia Surplus Property Manual Appendix C – Internet Online Sales
Terms and Conditions
Department of Administrative Services
January 2021
57
State/Local Sales and/or Use Tax: Buyers may be subject to payment of State and/or local
sales and/or use tax. Sales tax will be collected at the point of payment. Buyers with a valid
State Sales Tax-Exemption Certificate must provide a copy of the certificate prior to payment.
Payment: The winning bid shall be considered an agreement to buy and is final. Payment in
full is due not later than five (5) business days from the time and date of the invoice
issuance.
• Once Seller has verified payment in full, the Buyer will be issued a Bill of Sale.
Removal: Purchases will be released only upon receipt of Bill of Sale. All items must be
removed within five (5) business days from the time and date of issuance of Bill of Sale.
• Property may be removed by appointment only. Winning bidder will be contacted to
schedule an appointment for pick-up.
• Winning Buyer is responsible for loading and removal of any and all property
awarded to them from the location indicated in the auction listing. The Buyer will make
all arrangements and perform all work necessary, including packing, loading and
transportation of the property. Under no circumstances will the Seller or Georgia State
employees assume responsibility for packing, loading or shipping.
• The Buyer is responsible for all damage to Seller’s property and facilities caused
during the packing, loading and removal of items. If Seller’s property or facilities are
damaged during loading and removal of items, Buyer will not be allowed to complete
removal of purchased items until the Seller’s property and facilities have been repaired.
• Property not removed within five (5) business days of the issuance of the Bill of
Sale will be considered abandoned, buyer is declared in default, and ownership
shall revert to the Seller. The Seller will only refund according to the default provision.
For additional information, contact Georgia State Surplus, office (404) 657-8544, Option
#2– fax (404) 463-2912 or e-mail: Public.SurplusS[email protected]
Personal and Property Risk: Persons attending during exhibition, inspection, sale or removal
of goods assume all risks of damage of or loss to person and property and specifically release
the Seller and the State of Georgia from liability therefore.
Vehicle Titles and Emissions: Seller will turn over the existing title or certificate upon
removal. It is the Buyer’s responsibility to apply for a new title. Titles may be subject to any
restrictions as indicated in the item description on the website. Open titles cannot be issued.
Titles must be issued in the name of the winning Buyer only. Seller will not issue replacement
titles. If someone other than the Buyer listed on the Bill of Sale picks up a vehicle, in addition to
the Bill of Sale they must have a Power of Attorney, executed by the Buyer to remove a vehicle.
https://dor.georgia.gov/power-attorney-usage
Default: Reasons for Default include:
Failure to observe these terms and conditions; failure to make good and timely payment; or
failure to remove all items within the five (5) business days.
Georgia Surplus Property Manual Appendix C – Internet Online Sales
Terms and Conditions
Department of Administrative Services
January 2021
58
If Buyer is in default, Seller may negotiate with next closest bidder, re-list at another auction
and/or pursue all legal proceedings. Default may result in termination of the contract and
suspension from participation in all future sales until the default has been cured. If the Buyer
fails in the performance of their obligations, Seller may exercise such rights and may pursue
such remedies as are provided by law. A default fee of $100 or 40% of the winning bid price,
whichever is higher, will be deducted from the refund for administrative costs.
Sales to Employees: Employees of the State of Georgia Department of Administrative
Services and their immediate family members may not bid on the property listed for auction. By
bidding on this auction “The purchaser certifies that this transaction does not and will not violate
the provisions of Official Code of Georgia Annotated §45-10-20 et seq. in any respect.”
Georgia Surplus Property Manual Appendix D –Glossary
Department of Administrative Services
January 2021
59
Appendix D - Glossary
Authorized User – Personnel authorized to make surplus property acquisition, utilization and disposal
decisions for a specific agency.
Book of Record – The State Accounting Office (SAO) is responsible to maintain the state’s property
accountability. The PeopleSoft system is the state’s * “book of record”. (* Not all state entities utilize PS
for their accounting. However, the final state property value determination is an accounting function
regardless of the system used.)
Capital Assets – Real or personal property that have a value equal to or greater than the capitalization
threshold for a particular classification of the property and have an estimated life greater than one year.
For personal property, the capitalization threshold is $5,000. Personal property with a cost of at least
$1,000 and under $5,000 will be accounted for as controlled inventory but will not be capitalized. (See
Department of Audits, Capital Property Guide for additional information.)
Custodian entity – An entity that has physical custody of the property to be surplused who typically
initiates a surplus property transaction.
Defense Reutilization Marketing Office (DRMO) – Excess property from the Department of Defense
(DoD) is stored at this location for redistribution.
Direct Negotiated Sale (DNS) – A disposal method in which DOAS Surplus sells surplus property with
restrictions to eligible political subdivisions and charitable institutions.
Disposal Turn In Document (DTID) – A number used to identify and track federal surplus items turned in
to the DRMO.
Donee – Eligible state entity, local government and their municipalities, and nonprofit agencies.
ELC – A disposal method in which electronic equipment is disposed or destroyed.
GASASP – Georgia State Agency for Surplus Property. DOAS/Surplus Property Division is the business
unit within the state of Georgia authorized for federal surplus property decisions.
General Service Administration (GSA) – A branch of the federal government that among other
responsibilities allocates and approves the transfer of federal property.
Inter-Agency Transfer (T) – A disposal method in which property transferred from one state entity to
another.
Item Control Number – This number is used to identify and track an item(s) declared excess by a federal
agency.
Georgia Surplus Property Manual Appendix D –Glossary
Department of Administrative Services
January 2021
60
Internet Auction – A disposal method in which surplus property is sold to the public through an internet
auction house.
Letter of Authorization to Remove Property (LOAR) – Document provided by DOAS to eligible agencies
to pick up federal surplus property
Personal property – “Any fixed or movable tangible property used for operations, the benefits of which
extend beyond one year from the date of acquisition.” Essentially, personal property refers to any item
that is owned by the state and is not real estate regardless of acquisition cost or method.
Real property – Assets or property that includes land and buildings and anything affixed to the land.
Retail Sale – A disposal method in which surplus property is sold via an internet auction house at a fixed
price. The original acquisition value must be less than $5,000 to qualify for a BIN sale.
Property Coordinator (PC) – A person designated in writing by the entity head as the primary contact on
all matters concerning the acquisition and disposal of state surplus personal property for that entity.
SASP –State Agency for Surplus Property. Each state is authorized to operate a program to receive and
redistribute federal property. DOAS/Surplus Property is the SASP for Georgia.
Surplus property – Non-consumable personal property that a state entity no longer requires.
