State Surplus Property Program
(Not available to the general public)
State Vehicles Available Updated 02/02/12
Policies and Procedures for State Agencies' Surplus Property
(SS-1) Report of State Owned Surplus Property Downloadable E-form
SS1 Attachments for Online Sales
-Vehicle
Online Form
-Office
Equipment Online Form
-Equipment
Online Form
-Generic
Online Form
Subscribe to PurchComm Listserv
Summarized Procedures for Disposal of Property (or word document) -Updated
Frequently Asked Questions
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 (Purch com has become the easiest tool to notify other agencies)
- General Revenue funded property - Complete an SS2 form signed by your Department and the Receiving Department; then send a 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.
- 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:
- Yes, there are four different forms, depending on what items you have for online sales. They are listed above under, SS1 Attachments for online sales.
- This information can also be placed on the SS1 or a cover letter attached to the SS1.
Who decides which on-line sales site our property will be posted to for sale?
- At the current time all items are put on Gov Deals.
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 to Dennis.Scott@oa.mo.gov
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 3 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 for or pick up the property, they are charged by Gov Deals a 40% default fee on the price the lot sold for. They are also barred from bidding on any other auction until the default fee is paid. However, if the items are misrepresented by not advertising known problems with the property, the bidder will not be defaulted and we will relist the item.
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?
By signing up on purch/com list serve. Many of the items available from
other agencies will be emailed to you if you are registered. You may then
contact the agency to look at the items available.
How are schools, fire departments, cities, etc. going to get State Surplus property?
We 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?
- With quick Gov Deals turn around, usually completed in 21 days. Storage should not become a problem.
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 C211034001).
