State Surplus Property Program
(Not available to the general public)
Policies and Procedures for State Agencies' Surplus Property
(SS-1) Report of State Owned Surplus Property Downloadable E-form
Subscribe to PurchComm Listserv
Summarized Procedures for Disposal of Property
Frequently Asked Questions
As of January 1, 2010, the state surplus operation will be moved to 2846 Highway 179, Jefferson City, Missouri. State property will not be received at that site.
What options does my agency have to liquidate usable property that we no longer need?
How do we surplus a State Vehicle?
Is there a form to request specific details on a sale?
Who decides which on-line sales site our property will be posted to for sale?
What needs to be sent to State Surplus to have an on-line sale?
What are the photo/camera requirements for posting to on-line auctions?
What is the difference in the completion time between the various types of sales?
Are there additional associated costs to the reporting agency?
How will we see property that is available at other agencies?
How are schools, fire departments, cities, etc. going to get State Surplus property?
What about offices that don't have any space for storage to accumulate property?
What is going to happen to e-waste?
What options does my agency have to liquidate usable property that we no longer need?
These options are detailed in our policies and procedures. The options include the following:
- Contact other divisions within your Departments to see if they have a need for the items
- Direct Transfer to another State Department that has a need for the item
- General Revenue funded property - Complete an SS2 form signed by your Department and the Receiving Department; then send copy to State Surplus
- Special funded property or value of $1000 + - Complete an SS1 and indicate interested Department's contact person. Forward SS1 to State Surplus. State Surplus will handle paperwork and authorize release.
- Provide SS1 and digital photo to be placed on a Purch Com list offered to other State Offices (this is currently being developed and will have a link on State Surplus’ web page)
- On-site auctions (if volume of property warrants)
- Sealed Bid
- On-line auction
- Local Disposal (options: recycle, bid internally to at least 3 individuals, or destroy/dispose). If no bids are received through sealed bids, on-line or on-site auctions, you will be given local disposal.
How do we surplus a State Vehicle?
- Complete SS1 with vehicle information: year, make, model, VIN#, condition, and ANY/ALL pertinent information pertaining to vehicle
- Send SS1 and title to State Surplus
- You will be contacted by State Surplus to schedule a date to deliver the vehicle
- Vehicles can also be sold at your site via on-line auction or sealed bid
Is there a form to request specific details on a sale? i.e.: inspection dates and times, pickup dates and times, person to contact:
- Not currently. We will contact you to set up this information when we are ready to set up the sale. We may develop a form in the future.
- In the interim, this information should just be placed on the SS1 or a cover letter
Who decides which on-line sales site our property will be posted to for sale?
- At the current time your agency can choose between Gov Deals or Public Surplus
- A State contract may be issued and then the contractor will be used (we will inform you when this happens).
What needs to be sent to State Surplus to have an on-line sale?
- SS1 with detailed information and the contact person that will be able to answer questions about the property
- Digital photos
- Titles for vehicles
What are the photo/camera requirements for posting to on-line auctions?
- Photos should be 1.5 MB or smaller (smaller are quicker to load)
- Photos can be provided on CD or via email
What is the difference in the completion time between the various types of sales?
- On site auction: Minimum of 1 month from the time a sale is requested until the property is removed (sale date must be coordinated with auctioneer and agency).
- On line auction: Minimum of 2 weeks from the time we get the detailed list until the property is removed (depending upon how long you want the property listed).
- Sealed Bid: Minimum of 6 weeks the time we get your SS1 until property is picked up. (need enough property from combined agencies to schedule one)
What incentive is in place to ensure that a buyer complies with the pickup date that was set by the selling Department?
If a bidder doesn’t pay or pick up the property, they are charged $100 or 20% of bid price, whichever is greater. They are also barred from bidding on any other auction until the default fee is paid. The only time this seems to be a problem is if items are misrepresented by not advertising known problems with the property.
Will Surplus be lowering its administrative fee since items are no longer going to be delivered to Surplus Property?
The agency reviews its administrative fee every year because we are limited in the amount we can collect. Keep in mind that although there will be no physical handling, the administration functions greatly increase.
Are there additional associated costs to the reporting agency?
- A reporting agency employee(s) will have to be available to show property during inspection period
- Agency employee(s) will have to verify paid receipt has been issued by State Surplus
- Agency employee(s) will have to ensure purchaser picks up correct item
How will we see property that is available at other agencies?
We'll look at the possibility of some type of program that will allow you to see what other agencies have available (but there is currently no money available for such a program). Until something can be developed, we'll all have to use e-mails. Make sure State Surplus has your email address so we can notify you.
How are schools, fire departments, cities, etc. going to get State Surplus property?
We'll utilize our want list for them and if there is something they want, we'll make the arrangements with you for them to get the property.
What about offices that don't have any space for storage to accumulate property?
- Per DPMM Director Jim Miluski, FMDC is looking at available storage space in the Jefferson City area.
- Possible co-op with another agency that is having/considering an on-site auction
Can we be notified if a Department will be holding an on-site auction, so we can add our property to their sale?
Yes. We'll be notifying other agencies when there will be an on-site auction that can handle additional property. Make sure we have your email address for this and other updates.
What is going to happen to e-waste?
- To keep this property out of landfills, we will continue to accumulate e-waste and send it off for recycling.
- The prime vendor contract includes equipment disposal/asset recovery services (see section 5.5 of the current statewide contract C206026001).
This is a different way of operating State Surplus. Therefore, it will be a work in progress and we are open to suggestions. Adjustments will be made as we see a need. Please provide your input to robert.peterson@oa.mo.gov
