![](media/image1.png){width="0.9597222222222223in"
height="0.9652777777777778in"} **Federal Acquisition Service**

> **Disposition**

THE NEWSLETTER DEVOTED TO THE INITIATIVES OF THE GSA PROPERTY MANAGEMENT
PROGRAM

"The first source of supply!"

> **SUMMER 2007 DN-No. 37**

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**CFL -- The Gift of Learning is a Treasure**

**"Where your treasure is, there will your heart be also"**

There is a line in the magical book, [Harry Potter and the Deathly
Hallows,]{.underline} cited above, that is emblematic of the choices we
make in life and the emphasis we place on these choices---as they
represent our true values and, in essence, are our treasures. Such is it
with the decisions we make in the real world that indicate our truest
feelings and are distinctive treasures that define us as individuals and
organizations. We at GSA believe that participation in the Computers for
Learning (CFL) program offers an opportunity to display such treasures
in the real world of property management. That is why GSA is proud to
sponsor the re-engineered CFL program application at
[www.computersforlearning.gov](http://www.computersforlearning.gov/) as
a springboard to encourage and promote the transfer of excess government
computers from federal agencies to needy classrooms and students across
America. The CFL program can help accomplish the wonderful goal of
making modern computer technology an integral part of every classroom by
increasing access to vital IT equipment. And in so doing, the CFL
program becomes beneficial in many ways---by being good for schools,
good for government, and good for the environment. **For schools:** the
CFL program enables America's students to connect to the Internet and
integrates technology into the classroom; it provides teachers with
educationally useful equipment to educate our nation's youth; it enables
access to a broad range of educational programs and information; and it
permits schools to acquire computer equipment at no cost except for
transportation fees. **For government:** the CFL program provides
beneficial reuse of government computers and related equipment; it
enables "giving back" to the community; it maximizes the taxpayer's
investment in computer equipment; and it helps ensure that our nation's
children are prepared to contribute and compete in the 21^st^ Century.
**For the environment:** the CFL program contributes to a green
environment, by allowing for the three "R's" of *reuse, reduce, and
recycle* by facilitating the reutilization of computers by agencies to
protect the environment and conserve resources. But the benefits don't
stop there. By using the CFL program, agencies can give girls and boys a
treasure of resources to excel---to help build a successful future for
them and for America. The CFL program places computers in classrooms and
prepares students to learn and to adapt to the modern world of
technology. It also places special emphasis on those schools and other
educational nonprofit organizations with the greatest needs, so that
every student can be reached. Likewise, by registering at GSA's new
application site,
[www.computersforlearning.gov](http://www.computersforlearning.gov/), a
school or educational nonprofit organization can quickly start down the
road to a better future. These schools and organizations can sign up and
become the recipients of government computers within just a few days.
And now GSA has made the registration and selection process easier than
ever. Schools can view the various excess computer items being reported
by federal agencies---including desktop systems, laptops, CPU's,
monitors, keyboards, servers, scanners, and more---and then request
directly which equipment they want for their schools. It's a good
process and a great gift to give and receive---a treasure of commitments
to learning. For information on the new web application, you can visit
the "gateway" site to connecting students to computer technology at
[www.gsa.gov/computersforlearning](http://www.gsa.gov/computersforlearning)
or contact GSA at 866-472-9161 or <computers.learning@gsa.gov>. You can
give the gift of learning by providing used IT equipment to the CFL
program---and, by so doing, you can display the true values of your
agency and the treasures that we all possess if we just *open* our
hearts. It's just like a little bit of magic---*Alohomora!*

**Property Disposal Process**

***The 'Why and What For' of Disposal***

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--**AGENCY
ACTIONS**\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

[**Agency/Internal Phase:** Disposal determination.]{.underline}

[Focus:]{.underline} *"Does my agency know I have excess property?"*

[Time frame]{.underline}: Varies. Usually 14 days (agency determines).

[Statutory requirement]{.underline}: Yes!

[Purpose]{.underline}: Federal agencies do "internal" screening to
verify if further use exists for their excess property.

[Property is handled strictly internally in this phase]{.underline}.

***During this phase, IT items can be transferred directly to the
Computers for Learning (CFL) program at
[computers.fed.gov]{.underline}***

[Systems]{.underline}: Internal inventory systems.

[For info]{.underline}: See internal guidelines; then, report outside to
GSA.

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--**GSA
ACTIONS**\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

[**Federal/Utilization Phase:** "Excess" property.]{.underline}

[Focus]{.underline}: *"Do any federal agencies need property?"*

[Time frame:]{.underline} 21 days (usually).

[Statutory requirement]{.underline}: Yes!

[Purpose]{.underline}: Federal agencies report items. Other federal and
state agencies, as well as a variety of eligible entities, have the
opportunity to screen excess property via GSAXcess.

[Property is "transferred" during this phase.]{.underline}

[Systems]{.underline}: GSAXcess used to report and request property.

[For info]{.underline}: <gsa.gov/property> or
[gsaxcess.gov](mailto:fedsaccess@gsa.gov)

[**State/Donation Phase: "**Surplus" property.]{.underline}

[Focus]{.underline}:*"Do public agencies or nonprofits need property?"*

[Time frame:]{.underline} 5 days + initial 21-day federal screening
period.

[Statutory requirement]{.underline}: Yes!

[Purpose]{.underline}: State Agencies for Surplus Property (SASP's) and
eligible non-profit organizations are allocated property.

[Property is "donated" during this phase after allocation.]{.underline}

[Systems]{.underline}: GSAXcess used to report and request property.

[For info]{.underline}: <gsa.gov/property> or
[gsaxcess.gov](mailto:fedsaccess@gsa.gov)

[**Sales Phase:** "Sales" property.]{.underline}

[Focus]{.underline}: *"Is It Worth Selling?"*

[Time frame:]{.underline} Items are listed for 7-14 days. (Preparation
and completion times may vary for particular items.)

[Statutory requirement]{.underline}: Yes. GSA is a sales agent option.

[Purpose]{.underline}: Federal agencies have the opportunity to sell
property and public and eligible entities may buy property through a
variety of GSA sales methods.

[Property is "sold" during this phase or returned to
agency\*]{.underline}.

[Systems]{.underline}: GSA Auctions and others used to sell property.

[For info]{.underline}: <gsa.gov/property>,
[gsaxcess.gov](mailto:fedsaccess@gsa.gov), or
[gsaauctions.gov](mailto:fedsaccess@gsa.gov)

\*Note: If you cannot transfer, donate or sell the property, you may
Abandon/Destroy (A&D) property that has no commercial value or when the
estimated cost of care and handling would exceed the proceeds from its
sale. You must not A&D property in a manner that is dangerous to public
health or safety. GSA has several A&D options that can help.

**Property Scrapbook---Success & Dedication**

Occasionally, it's nice to reflect upon the efforts made nationwide by
federal and state agencies through the transfer, refurbishment, and
reutilization of excess and surplus federal property. We at
*Disposition* would like to share just a few pictorial examples of these
efforts from the recent past and present that poignantly show the
outstanding results that can be achieved when good property is put in
the hands of good people with worthy causes. Whether the equipment is
being used during a flood in 2004 in Pennsylvania (first photo) or for
recent municipal programs in Arkansas (second and third photos), it's
nice to know that these property management efforts are not in vain and
they *do* make a difference in the often unsung area of human drama we
call public service. We at GSA are proud to be a part of these dedicated
efforts.

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height="2.279861111111111in"}

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**U&D Confidential** ![](media/image5.wmf){width="0.5041666666666667in"
height="0.6034722222222222in"}

Get the latest news, hot leads, and special insights about the
Utilization and Donation of Federal Personal Property

Welcome to another edition of "U&D Confidential," dedicated to the
utilization and donation (U&D) of federal personal property. In our
latest episode, we provide a close look at the Federal Management
Regulations (FMR) that focus on the "screening" of excess property.

##### §102-36.90---How do we find out what personal property is available as excess? 

You may use the following methods to find out what excess personal
property is available:

(a) Check GSAXcess®, GSA's website for searching and selecting excess
personal property. For information on GSAXcess®, access
http://www.gsaxcess.gov.

(b) Contact or submit want lists to regional GSA Personal Property
Management offices.

(c) Check any available holding agency websites.

(d) Conduct on-site screening at various Federal facilities.

##### §102-36.95---How long is excess personal property available for screening? 

The screening period for excess personal property is normally
21 calendar days. GSA may extend or shorten the screening period in
coordination with the holding agency. For screening timeframes for
Government property in the possession of contractors see the Federal
Acquisition Regulation (48 CFR part 45).

##### §102-36.100---When does the screening period start for excess personal property? 

Screening starts when GSA receives the report of excess personal
property (see
[[102-36.230]{.underline}](http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16530&specialContentType=FMR&file=FMR/Part102-_36.html#wp2019838)).

##### §102-36.105---Who is authorized to screen and where do we go to screen excess personal property on-site? 

You may authorize your agency employees, contractors, or non-Federal
recipients that you sponsor to screen excess personal property. You may
visit Defense Reutilization and Marketing Offices (DRMOs) and DOD
contractor facilities to screen excess personal property generated by
the Department of Defense. You may also inspect excess personal property
at various civilian agency facilities throughout the United States.

##### §102-36.110---Do we need authorization to screen excess personal property? 

(a) Yes, when entering a Federal facility, Federal agency employees must
present a valid Federal ID. Non-Federal individuals will need proof of
authorization from their sponsoring Federal agency in addition to valid
picture identification.

(b) Entry on some Federal and contractor facilities may require special
authorization from that facility. Persons wishing to screen excess
personal property on such a facility must obtain approval from that
agency. Contact your regional GSA Personal Property Management office
for locations and accessibility.

##### §102-36.115---What information must we include in the authorization form for non-Federal persons to screen excess personal property? 

(a) For non-Federal persons to screen excess personal property, you must
provide on the authorization form:

(1) The individual's name and the organization he/she represents;

(2) The period of time and location(s) in which screening will be
conducted; and

(3) The number and completion date of the applicable contract,
cooperative agreement, or grant.

(b) An authorized official of your agency must sign the authorization
form.

##### §102-36.120---What are our responsibilities in authorizing a non-Federal individual to screen excess personal property? 

You must do the following:

(a) Ensure that the non-Federal screener certifies that any and all
property requested will be used for authorized official purpose(s).

(b) Maintain a record of the authorized screeners under your authority,
to include names, addresses and telephone numbers, and any additional
identifying information such as driver's license or social security
numbers.

(c) Retrieve any expired or invalid screener's authorization forms.

Well, that's the latest scoop on the utilization and donation of excess
property. You now have the inside story. Use it well. Just remember you
got it here---from U&D Confidential.

**[Property Disposal Condition Codes]{.underline}**

**[Code 1]{.underline} = Excellent. Property in new or unused
condition.**

**[Code 4]{.underline} = Usable. Property which shows some wear, but can
be used without significant repair.**

**[Code 7]{.underline} = Repairable. Property which is unusable
currently, but can be economically repaired.**

**[Code X]{.underline} = Salvage. Property which has [some
value]{.underline} in excess of its basic material content, but repair
is impractical or uneconomical.**

**[Code S]{.underline} = Scrap. Property which has [no
value]{.underline} except for its basic material content.**

**BLACK HOLES LEAD TO BRIGHTER DAYS!**

Is your agency beset by the management equivalent of an astronomical
"black hole," a cosmic phenomenon so strong its gravitational pull does
not release even light? Well, apparently some federal agencies
are---right here on earth. What we're referring to are the major
concerns that arise when agencies devote entire rooms or areas of their
operations to the storage of old and unneeded personal property. This
experience often occurs when agencies are unsure of how to handle their
excess stuff---so invariably they stick it in a convenient space, lock
the door, and turn off the lights (often adding wishful incantations to
make the stuff disappear). These so-called "black holes" can grow to
huge sizes and can inhibit the efficiency and safety of the building
workspace. GSA can help address these "dark" problems by recommending a
property cooperative effort, or "ProCo" as it's nicknamed, for your
building. An example of how this "ProCo" works was on display in
Harrisburg, Pennsylvania, in a pilot case during the spring of 2006. The
local Area Property Officer (APO) who designed the concept and the
Public Buildings Service (PBS) manager in charge of the building
"cooperated" to adopt a property management solution for the U.S.
Courthouse & Federal Building in downtown Harrisburg. The strategy they
used involved applying a property disposal model to the building *as a
whole* so that it would aid not only the agencies involved in the pilot
disposal, but also all of the other tenanted agencies residing in the
building---including the management office and security---for this
particular case and for situations like this in the future. Here's how
the "ProCo" works:

**ProCo Pilot Project**

1)  [The building manager clears a large storage and screening
    room/area]{.underline}---preferably on the ground floor near a
    loading dock---so as to provide space for handling "all" excess
    personal property disposal items outside of normal operating areas.

2)  [The disposing agency does an item inventory]{.underline}---after
    completing "internal" screening to determine further agency use;
    groups "like" items together and keeps all IT items, accessories,
    and user guides together as sets; palletizes and "shrink wraps"
    these sets, if possible; "tags" each item or set w/agency name, POC
    w/contact numbers and date of planned removal---this is key for
    "phased" moves in which items are disposed in sequence; and then
    prepares an SF-120, Report of Excess Personal Property" and attaches
    the inventory.

3)  [The agency then reports its excess property to GSA]{.underline} in
    one of two ways: on-line, by typing in the inventory information
    from the SF-120 inventory list into GSAXcess®, or manually, by
    submitting the form and inventory list to the GSA Area Property
    Officer (w/copy to the building manager). The agency then
    relinquishes the property to the building manager for storage.

4)  [The agency can move forward with its plans]{.underline} to
    renovate, vacate, or continue its daily activities in the building
    once the property is reported and removed for storage. The property
    removal effectively frees up vital space for the agency. This same
    step can also be done in phases.

5)  [Meanwhile, GSA processes the property]{.underline} through its
    automated inventory system, GSAXcess®, or manually through the APO
    so that it can be transferred, donated, sold, or disposed of in a
    safe and accountable fashion. Arrangements for inspecting,
    screening, and transporting the property are handled "outside" the
    working (internal) agency offices and strictly in coordination with
    the building manager and security.

Once in place, the "proco" pilot in Harrisburg moved forward remarkably
well: it helped free over 3,000 square foot of useable space (one agency
recreated a legal library from saved space); it resulted in the
transferring, recycling, and disposing of over \$150,000 of property; it
facilitated the relocation of three separate agencies; and it effected
the donation of over 150 pieces of IT-related items to worthy causes. In
addition, the process was successful (and continues to be) in enhancing
building safety and security by controlling access and egress to and
from the working areas of the building. So, if you are beset by a black
hole the size of a small universe, don't go gently into that dark night.
Stick around! And let GSA show you the light!

**ENHANCING THE PROPERTY RANKS**

GSA is proud to announce some new personnel changes in the ranks of
property management:

**Nancy Brotherton** is the new national GSAXcess® Coor-dinator for the
Utilization and Donation program division in Arlington, VA. Nancy is
responsible for managing facets of the GSAXcess® system. She can be
reached at 703-605-2885.

**Kirk Dudley** is joining Nancy as a Customer Support Analyst in the
U&D program division charged with dissecting issues related to
GSAXcess®. He can be reached at 703-605-2907.

**Randy Patterson** is the new GSA Area Property Officer (APO) in
Tucson, AZ. Randy is responsible for property disposal in Arizona and is
available at 520-228-8567.

**Melinda Eyre** is the new Sales Chief in the Pacific Rim Region
responsible for handling the variety of GSA sales transactions from her
base in San Francisco. She can be reached at 415-522-3032.

**Genni Brown** is the new Director of the Property Management Division
in the Greater Southwest/Rocky Mountain Region charged with directing
the program from her headquarters in Fort Worth, TX. She can be reached
at 817-574-2353.

Please join us in applauding these key enhancements to our property
management program.

*≡ **Disposition Newsletter** ≡ ** ***

Robert Kitsock, Editor, Hummelstown, PA

Phone: (717) 566-1064, Fax: (717) 566-1065

[**robert.kitsock@gsa.gov**](mailto:robert.kitsock@gsa.gov)