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How to Describe Excess/Surplus Property to Sell. Ericka Grim Sales Branch Chief, Fort Worth Property Management Division. June 9, 2009. Value to the Customer. Maximum Return on Investment: Prospective property recipient can make an accurate determination of the properties value.

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How to Describe Excess/Surplus Property to Sell

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How to Describe Excess/Surplus Property to Sell

Ericka GrimSales Branch Chief, Fort WorthProperty Management Division

June 9, 2009

Value to the Customer

  • Maximum Return on Investment:

    Prospective property recipient can make an accurate determination of the properties value.

  • Time Savings:

    Accurate and complete descriptions will eliminate the need for clarification by property custodian.

  • Limits Rejection/Claims:

    Accurate and complete descriptions will aid in reducing the number of U&D rejections or Sales claims.

Preparing to Report Property

You must determine…

  • The Condition and Value of the Property:

    • Abandonment and Destruction

    • Report for Disposal

  • The Property Type:

    • Non-Reimbursable/Excess Surplus

    • Reimbursable/Exchange Sale

  • The Federal Supply Class (FSC):

    • User Guide

  • Condition Codes

    • 1 New - Property which is in new condition or unused condition and can be used immediately without modifications or repairs.

    • 4 Usable - Property which shows some wear, but can be used without significant repair.

    • 7 Repairable - Property which is unusable in its current condition but can be economically repaired.

    • X Salvage - Property which has value in excess of its basic material content, but repair or rehabilitation is impractical and/or uneconomical.

    • S Scrap - Property which has no value except for its basic material content.


    FMR 102-36.305

    • An authorized official of your agency makes a written determination that the property:

      • has no commercial value

      • the estimated cost of its continued care and handling would exceed the estimated proceeds

  • Finding is approved by a reviewing official who is not directly accountable for the property.

  • Property Type

    Most property reported for disposal is excess/surplus which is required to go through the Utilization and Donation screening. If your property is excess, you will have three options:

    • No special requirements

    • Surplus sale proceeds retention

    • Property was purchased with working capital or revolving funds

      See FMR 102-36.285 “Disposition of Excess Personal Property”

    Property Type

    Reimbursable property is sold under the Exchange Sale authority.

    • Its functionality is still required for use, but it’s…..

      • Worn out

      • Obsolete

    • Proceeds are applied to the acquisition of similar property

      See FMR 102.39 “Replacement of Personal Property Pursuant to Exchange/Sale Authority”

    Federal Supply Class (FSC)

    The Federal Supply Classification System permits the classification of all items used by the Federal Government.

    • Items are classified in a four-digit class

      • First two digits: group or major category of commodities

      • Last two digits: the class or the subdivision within a group

    • Groups cover a broad range of categories and are further broken down by classes.

    You can search for an FSC in one of the User Guides provided from the homepage of GSAXcess®

    Federal Supply Class (FSC)

    Describing Property

    Standardization Template for Property Descriptions

    • Vehicles

    • Miscellaneous Property

    • Generators

    • Heavy Equipment

    • Boats & Boat Motors

    • Trailers

    Describing Vehicles

    When reporting vehicles for disposal you must provide the:

    • Year of manufacture

    • Make – Name of manufacture

    • Model – Name of vehicle

    • Body Style - Sedan (4 door), Coupe (2 door), Pickup, Truck, Cab/Chassis

    Describing Vehicles

    • Vehicle Identification Number (VIN)

    • Mileage (can be estimated)

    • Number of Cylinders

    • Fuel Type – Gasoline or Diesel

    • Color

    Describing Vehicles

    Your description should also include:

    • Number of Doors

    • Transmission Type – Automatic (AT), Standard (ST)

      (can include 4 or 5 speed)

    • Options List - Air Conditioning (AC), Power Steering (PS), Power Brakes (PB), Etc.

    • Driveline – 4X2, 4X4, 6X6

    • Tonnage – ¾ Ton, 2 Ton, 5 Ton

    • License or ID Number

    Describing Vehicles

    Condition codes 7, S and X should include as much information as possible. All repairs and deficiencies should be listed.

    • Is the vehicle operable or inoperable.

    • Repairs list should include problems with:

      • Mechanical – Engine, Transmission, Drive Train

      • Electrical - Heat and Air, Power Options

      • Cosmetic - Cracked Windshield, Paint, Interior

      • Accident/Frame Damage (may require salvage title)

      • Flood Damage (must be disclosed on title)

    Describing Vehicles

    FSC’s 2310 and 2320 – all fields are mandatory except Color Gradient

    Describing Vehicles


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

    Describing Miscellaneous Property

    Descriptions for miscellaneous property should include:

    • Manufactures name

    • Model number

    • Serial Number/Part Number

    • Quantity

    • Other details such as color and size

    • Condition of property should indicate any known repairs or deficiencies such as parts that are missing or broken.

    GSAXcess® required fields for APDE are:

    • Hardware Type

    • Equipment Type

    • Processor

      You can also include:

    • Processor Speed

    • Ram

    • Hard Disk Size

    • Hard Disk Status

    The system default is set to yes

    for Computers for Learning

    Describing Miscellaneous Property


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

    Describing Generators

    Generator descriptions should include all the information required for miscellaneous property…

    • Manufacture Name

    • Model Number

    • Serial Number

    • Quantity

      They will also include:

    • Fuel Type – Gasoline, Diesel

    • Kilowatts

    • Hours

    Describing Generators


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

    Describing Heavy Equipment

    • Descriptions include:

      • Manufacture

      • Model

      • Engine Type and Size

      • Serial Number

      • Hours

      • Fuel Type

      • Tonnage

        Condition should indicate if the equipment is operational.

    Describing Heavy Equipment


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

    Describing Boats and Boat Motors

    When reporting boats for disposal you will be required to provide:

    • Hull ID Number

    • Year

    • Manufacture/Make

    • Model

    • Body Style (such as pontoon or runabout)

    • Fuel Type

    • Number of Cylinders

      This information is necessary for the Certificate to Obtain Title (SF97).

    Describing Boats and Boat Motors

    Your property descriptions should also include the:

    • Engine type (inboard or outboard)

    • Engine size

    • Length

    • Horse power

    • Number of hours on the engine

    • And trailer information if necessary

      Some states require outboard boat motors to be titled.

    Describing Boats and Boat Motors


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

    Describing Trailers

    A Certificate to Obtain Title is provided for all trailers sold by GSA, therefore you must provide:

    • VIN/ID Number

    • Year

    • Manufacture/Make

    • Model

    • Body Style (such as flatbed, utility, boat)

    • Length

    • Number of Axles and Wheels

    Describing Trailers


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


    Providing pictures with your property report can make a big difference in the final selling price.

    • Your pictures should be detailed and clearly display…

      • only items included in the disposal report

      • any damage to property

    • Pictures can be edited before the sale if necessary.

    • Pictures entered in GSAXcess® are forwarded to sales.

    Descriptions and Photos

    Providing accurate and complete descriptions along with clear detailed pictures of your excess and surplus property will….

    • Ensure Maximum Return on Investment

    • Save you time

    • Limits Rejection/Claims

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