Source: https://www.gsa.gov/policy-regulations/regulations/federal-management-regulation-fmr?asset=119600
Timestamp: 2019-08-20 05:27:34
Document Index: 382988473

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Part 102-38-Sale of Personal Property
§102-38.5-What does this part cover?
This part prescribes the policies governing the sale of Federal personal property, including-
§102-38.10-What is the governing authority for this part?
§102-38.15-Who must comply with these sales provisions?
§102-38.20-Must an executive agency follow the regulations of this part when selling all personal property?
Generally, yes, an executive agency must follow the regulations of this part when selling all personal property; however-
Sales made by the Secretary of Defense pursuant to 10 U.S.C. 2576 (Sale of Surplus Military Equipment to State and Local Law Enforcement and Firefighting Agencies) are exempt from these provisions;
Foreign excess personal property is exempt from these provisions; and
Agency sales procedures which are mandated or authorized under laws other than Title 40 United States Code are exempt from this part.
§102-38.25-To whom do "we", "you", and their variants refer?
Unless otherwise indicated, use of pronouns "we", "you", and their variants throughout this part refer to the Sales Center responsible for the sale of the property.
§102-38.30-How does an executive agency request a deviation from the provisions of this part?
§102-38.35-What definitions apply to this part?
"Bid" means a response to an offer to sell that, if accepted, would bind the bidder to the terms and conditions of the contract (including the bid price).
"Bidder" means any entity that is responding to or has responded to an offer to sell.
"Estimated fair market value" means the selling agency's best estimate of what the property would be sold for if offered for public sale.
"Federal Asset Sales (eFAS)" refers to the e-Government initiative to improve the way the Federal Government manages and sells its real and personal property assets. Under this initiative, only an agency designated as a Sales Center (SC) may sell Federal property, unless a waiver has been granted by the eFAS Planning Office in accordance with §102-38.360. The eFAS initiative is governed and given direction by the eFAS Executive Steering Committee (ESC), with GSA as the managing partner agency.
"Federal Asset Sales Planning Office (eFAS Planning Office)" refers to the office within GSA assigned responsibility for managing the eFAS initiative.
"Holding Agency" refers to the agency in possession of personal property eligible for sale under this part.
"Identical bids" means bids for the same item of property having the same total price.
"Migration Plan" refers to the document a holding agency prepares to summarize its choice of SC(s) and its plan for migrating agency sales to the SC(s). The format for this document is determined by the eFAS ESC.
"Personal property" means any property, except real property. For purposes of this part, the term excludes records of the Federal Government, and naval vessels of the following categories:
"Sales Center (SC)" means an agency that has been nominated, designated, and approved by the eFAS ESC and the Office of Management and Budget (OMB) as an official sales solution for Federal property. The criteria for becoming an SC, the selection process, and the ongoing SC requirements for posting property for sale to the eFAS portal and reporting sales activity and performance data are established by the eFAS ESC and can be obtained from the eFAS Planning Office at GSA. The eFAS Planning Office may be contacted via e-mail at FASPlanningOffice@gsa.gov. SCs may utilize (and should consider) private sector entities as well as Government activities and are expected to provide exemplary asset management solutions in one or more of the following areas: on-line sales; off-line sales; and sales-related value added services. SCs will enter into agreements with holding agencies to sell property belonging to these holding agencies. A holding agency may employ the services of multiple SCs to maximize efficiencies.
"State or local government" means a State, territory, possession, political subdivision thereof, or tax-supported agency therein.
§102-38.40-Who may sell personal property?
§102-38.45-What are an executive agency's responsibilities in selling personal property?
An executive agency's responsibilities in selling personal property are to-
§102-38.50-What must we do when an executive agency suspects violations of 40 U.S.C. 559, fraud, bribery, or criminal collusion in connection with the disposal of personal property?
If an executive agency suspects violations of 40 U.S.C. 559, fraud, bribery, or criminal collusion in connection with the disposal of personal property, the agency must-
Refer the violations to the Inspector General of your agency and/or the Attorney General, Department of Justice, Washington, DC 20530, for further investigation. You must cooperate with and provide evidence concerning the suspected violation or crime to the investigating agency assuming jurisdiction of the matter; and
Submit to the General Services Administration (GSA), Property Management Division (FBP), 1800 F Street, NW., Washington, DC, 20406, a report of any compliance investigations concerning such violations. The report must contain information concerning the noncompliance, including the corrective action taken or contemplated, and, for cases referred to the Department of Justice, a copy of the transmittal letter. A copy of each report must be submitted also to GSA, Personal Property Management Policy Division (MTP), 1800 F Street, NW., Washington, DC 20405.
§102-38.55-What must we do when selling personal property?
When selling personal property, you must ensure that-
§102-38.60-Who is responsible for the costs of care and handling of the personal property before it is sold?
§102-38.65-What if we are or the holding agency is notified of a Federal requirement for surplus personal property before the sale is complete?
§102-38.70-May the holding agency abandon or destroy personal property either prior to or after trying to sell it?
Yes, the holding agency may abandon or destroy personal property either prior to or after trying to sell it, but only when an authorized agency official has made a written determination that-
Subpart B-Sales Process
§102-38.75-How may we sell personal property?
You will sell personal property upon such terms and conditions as the head of your agency or designee deems proper to promote the fairness, openness, and timeliness necessary for the sale to be conducted in a manner most advantageous to the Government. When you are selling property on behalf of another agency, you must consult with the holding agency to determine any special or unique sales terms and conditions. You must also document the required terms and conditions of each sale, including, but not limited to, the following terms and conditions, as applicable:
Requirements to comply with applicable laws and regulations. 41 CFR Part 101-42 contains useful guidance addressing many of these requirements. You should also contact your agency's Office of General Counsel or environmental office to identify applicable Federal, State, or local environmental laws and regulations.
Certificate of independent price determinations.
Limitation on Government's liability.
§102-38.80-Which method of sale should we use?
You may use any method of sale provided the sale is publicly advertised and the personal property is sold with full and open competition. Exceptions to the requirement for competitive bids for negotiated sales (including fixed price sales) are contained in §§102-38.100 through 102-38.125. You must select the method of sale that will bring maximum return at minimum cost, considering factors such as-
§102-38.85-What is a sealed bid sale?
§102-38.90-What is a spot bid sale?
§102-38.95-What is an auction?
§102-38.100-What is a negotiated sale?
§102-38.105-Under what conditions may we negotiate sales of personal property?
You may negotiate sales of personal property when-
§102-38.110-Who approves our determinations to conduct negotiated sales?
§102-38.115-What are the specific reporting requirements for negotiated sales?
For negotiated sales of personal property, you must-
§102-38.120-When may we conduct negotiated sales of personal property at fixed prices (fixed price sale)?
The items are authorized to be sold at fixed price by the Administrator of General Services, as reflected in GSA Bulletin FMR B-10 (located at www.gsa.gov/fmrbulletin<?FM MARKER [Hypertext] message URL http://www.gsa.gov/fmrbulletin??>). You may also contact the GSA Office of Travel, Transportation, and Asset Management (MT) at the address listed in §102-38.115 to determine which items are on this list of authorized items;
The head of your agency, or designee, determines in writing that such sales serve the best interest of the Government. When you are selling property on behalf of a holding agency, you must consult with the holding agency in determining whether a fixed price sale meets this criterion; and
You must publicize such sales to the extent consistent with the value and nature of the property involved, and the prices established must reflect the estimated fair market value of the property. Property is sold on a first-come, first-served basis. You or the holding agency may also establish additional terms and conditions that must be met by the successful purchaser in accordance with §102-38.75.
§102-38.125-May we sell personal property at fixed prices to State agencies?
§102-38.130-Must we publicly advertise sales of Federal personal property?
§102-38.135-What constitutes a public advertisement?
§102-38.140-What must we include in the public notice on sale of personal property?
In the public notice, you must provide information necessary for potential buyers to participate in the sale, such as-
§102-38.145-Must we allow for inspection of the personal property to be sold?
§102-38.150-How long is the inspection period?
§102-38.155-What is an offer to sell?
§102-38.160-What must be included in the offer to sell?
The offer to sell must include-
§102-38.165-Are the terms and conditions in the offer to sell binding?
Subpart C-Bids
§102-38.170-May we sell Federal personal property to anyone?
§102-38.175-How do we find out if a person or entity has been suspended or debarred from doing business with the Government?
§102-38.180-May we sell Federal personal property to a Federal employee?
Yes, you may sell Federal personal property to any Federal employee whose agency does not prohibit their employees from purchasing such property. However, unless allowed by Federal or agency regulations, employees having nonpublic information regarding property offered for sale may not participate in that sale (see 5 CFR 2635.703). For purposes of this section, the term "Federal employee" also applies to an immediate member of the employee's household.
§102-38.185-May we sell Federal personal property to State or local governments?
§102-38.190-What is considered a responsive bid?
§102-38.195-Must bidders use authorized bid forms?
No, bidders do not have to use authorized bid forms; however if a bidder uses his/her own bid form to submit a bid, the bid may be considered only if-
§102-38.200-Who may accept bids?
§102-38.205-Must we accept all bids?
§102-38.210-What happens when bids have been rejected?
§102-38.215-When may we disclose the bid results to the public?
§102-38.220-What must we do when the highest bids received have the same bid amount?
§102-38.225-What are the additional requirements in the bid process?
§102-38.230-Is a bid deposit required to buy personal property?
§102-38.235-What types of payment may we accept as bid deposits?
In addition to the acceptable types of payments in §102-38.290, you may also accept a deposit bond. A deposit bond may be used in lieu of cash or other acceptable form of deposit when permitted by the offer to sell, such as the Standard Form (SF) 150, Deposit Bond-Individual Invitation, Sale of Government Personal Property, SF 151, Deposit Bond-Annual, Sale of Government Personal Property, and SF 28, Affidavit of Individual Surety. For information on how to obtain these forms, see §102-2.135 of subchapter A.
§102-38.240-What happens to the deposit bond if the bidder defaults or wants to withdraw his/her bid?
§102-38.245-Do we consider late bids for award?
§102-38.250-How do we handle late bids that are not considered?
§102-38.255-May we allow a bidder to modify or withdraw a bid?
§102-38.260-Who makes the administrative determinations regarding mistakes in bids?
§102-38.265-Must we keep records on administrative determinations?
Yes, you must-
§102-38.270-May a bidder protest the determinations made on sales of personal property?
Subpart D-Completion of Sale
§102-38.275-To whom do we award the sales contract?
§102-38.280-What happens when there is no award?
§102-38.285-How do we transfer title from the Government to the buyer for personal property sold?
§102-38.290-What types of payment may we accept?
U.S. currency or any form of credit instrument made payable on demand in U.S. currency, e.g., cashier's check, money order. Promissory notes and postdated credit instruments are not acceptable.
Irrevocable commercial letters of credit issued by a United States bank payable to the Treasurer of the United States or to the Government agency conducting the sale.
§102-38.295-May we retain sales proceeds?
You may retain that portion of the sales proceeds, in accordance with your agreement with the holding agency, equal to your direct costs and reasonably related indirect costs (including your share of the Governmentwide costs to support the eFAS Internet portal and Governmentwide reporting requirements) incurred in selling personal property.
A holding agency may retain that portion of the sales proceeds equal to its costs of care and handling directly related to the sale of personal property by the SC (e.g., shipment to the SC, storage pending sale, and inspection by prospective buyers).
After accounting for amounts retained under paragraphs (a) and (b) of this section, as applicable, a holding agency may retain the balance of proceeds from the sale of its agency' personal property when-
It has the statutory authority to retain all proceeds from sales of personal property;
The property sold was acquired with non-appropriated funds as defined in §102-36.40 of this subchapter B;
The property sold was surplus Government property that was in the custody of a contractor or subcontractor, and the contract or subcontract provisions authorize the proceeds of sale to be credited to the price or cost of the contract or subcontract;
The property was sold to obtain replacement property under the exchange/sale authority pursuant to Part 102-39 of this subchapter B; or
The property sold was related to waste prevention and recycling programs, under the authority of Section 607 of Public Law 107-67 (Omnibus Consolidated and Emergency Supplemental Appropriations Act, 1999, Public Law 107-67, 115 Stat. 514). Consult your General Counsel or Chief Financial Officer for guidance on use of this authority.
§102-38.300-What happens to sales proceeds that neither we nor the holding agency are authorized to retain, or that are unused?
§102-38.305-How do we handle disputes involved in the sale of Federal personal property?
§102-38.310-Are we required to use the Disputes clause in the sale of personal property?
§102-38.315-Are we required to use Alternative Disputes Resolution for sales contracts?
Subpart E-Other Governing Statutes
§102-38.320-Are there other statutory requirements governing the sale of Federal personal property?
§102-38.325-What are the requirements pertaining to antitrust laws?
Subpart F-Reporting Requirements
§102-38.330-Are there any reports that we must submit to the General Services Administration?
Yes, there are two sales reports you must submit to the General Services Administration (GSA), Personal Property Management Policy Division (MTP), 1800 F Street, NW., Washington, DC 20405-
Negotiated sales report. Within 60 calendar days after the close of each fiscal year, you must provide GSA with a listing and description of all negotiated sales with an estimated fair market value in excess of $5,000 (see §102-38.115). For each negotiated sale that meets this criterion, provide the following:
Exchange/sale report. Within 90 calendar days after the close of each fiscal year, you must provide a summary report to GSA of transactions conducted under the exchange/sale authority under Part 102-39 of this subchapter B (see §102-39.85).
§102-38.335-Is there any additional personal property sales information that we must submit to the General Services Administration?
Subpart G-Provisions for State and Local Governments
§102-38.340-How may we sell personal property to State and local governments?
You may sell Government personal property to State and local governments through-
Competitive sale to the public;
Negotiated sale, through the appropriate State Agency for Surplus Property (SASP); or
Negotiated sale at fixed price (fixed price sale), through the appropriate SASP. (This method of sale can be used prior to a competitive sale to the public, if desired.)
§102-38.345-Do we have to withdraw personal property advertised for public sale if a State Agency for Surplus Property wants to buy it?
§102-38.350-Are there special provisions for State and local governments regarding negotiated sales?
§102-38.355-Do the regulations of this part apply to State Agencies for Surplus Property (SASPs) when conducting sales?
Subpart H-Implementation of the Federal Asset Sales Program
§102-38.360-What must an executive agency do to implement the eFAS program?
An executive agency must review the effectiveness of all sales solutions, and compare them to the effectiveness (e.g., cost, level of service, and value added services) of the eFAS SCs. Agencies should give full consideration to sales solutions utilizing private sector entities, including small businesses, that are more effective than the solutions provided by any eFAS-approved SC. If the agency decides that there are more effective sales solutions than those solutions offered by the eFAS SCs, the agency must request a waiver from the milestones using the procedures and forms provided by the eFAS Planning Office. Waivers will be approved by the eFAS Planning Office upon presentation of a business case showing that complying with an eFAS milestone is either impracticable or inefficient. Waiver approval will be coordinated with GSA's Office of Travel, Transportation, and Asset Management. Contact the eFAS Planning Office at FASPlanningOffice@gsa.gov to obtain these procedures and forms.
An approved waiver for meeting one of the eFAS milestones does not automatically waive all milestone requirements. For example, if an agency receives a waiver to the migration milestone, the agency must still (1) post asset information on the eFAS website and (2) provide post-sales data to the eFAS Planning Office in accordance with the content and format requirements developed by the eFAS ESC, unless waivers to these milestones are also requested and approved. Waivers to the eFAS milestones will not be permanent. Upon expiration of the waiver to the migration milestone, an agency must either migrate to an approved SC, or serve as a fully functioning SC, as soon as practicable. See the definition of a "Sales Center" at §102-38.35 for an overview of how agency sales solutions become SCs.
An agency which receives a waiver from the eFAS milestones must comply with subparts A through G of this part as if it were an SC.
An executive agency must comply with all eFAS milestones approved by OMB including those regarding the completion of an agency-wide sales migration plan, the reporting of pre- and post-sales data, and the migration to approved SCs unless a waiver has been submitted by the agency and approved by the eFAS Planning Office. The eFAS milestones are available for viewing at www.gsa.gov/govsalesmilestones<?FM MARKER [Hypertext] message URL http://www.gsa.gov/govsalesmilestones??>.
§102-38.365-Is a holding agency required to report property in "scrap" condition to its selected SC?
§102-38.370-What does a holding agency do with property which cannot be sold by its SC?