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(3) Holding agency control number. The holding agency assigns a control number for all reportable property. For nonreportable property, the holding agency assigns a document or voucher number. This control number can be made available by the holding agency, and in the case of reported property, by GSA or DRMS (for DOD property), as appropriate.

(C) Description. Enter in block 12(c) the item description. Include national stock number and noun name, if available. Otherwise, furnish Federal supply class number and commercial descrip tion, when possible. This space on the form may also be used to insert additional data pertinent to the description of the property; e.g., serial numbers and packaging information.

(D) Demilitarization Code. For munitions list items identified as requiring demilitarization, enter in block 12(d) the one-letter demilitarization code assigned to the property. This information is available from the document on which the property was originally listed.

(E) Condition Code. Enter in block 12(e) the identical condition code indicated for the line item on the document from which each item of property listed in block 12(c) was selected. Condition codes are illustrated at 810143.4901-120–1.

(F) Quantity and Unit of Issue. Enter in block 12(f) the exact quantity and unit of issue (each, inches, feet, pounds, tons, dozen, gross, etc.) for each line item.

(G) Unit Acquisition Cost. Enter in block 12(g) for each line item the acquisition cost of the unit of issue indicated in block 12(f). This information is available from the document on which the property was originally listed.

(H) Total Acquisition Cost. Enter in block 12(h) for each line item the total acquisition cost of the quantity of unit of issue indicated in block 12(f). Care should be taken to ensure that the multiplication of the unit acquisition cost times quantity is correct.

(xiii) Transferee Action (blocks 13 a, b, c, d, and eh(A) State agency. Enter in block 13a the name and address, including ZIP code, of the State agency which is making the request for the property. The authorized official of the

State agency shall sign and enter his or her title in block 13b, and show in block 13c the date of signature.

(B) Service educational activity. Enter in block 13a the name and address of the school, club, or council specifically designated by the service educational activity (SEA). Include the ZIP code and the county in which the SEA is located. Enter in block 13b the title of the authorized donee representative (an officer of the school, club, or council authorized to request donable surplus property). The donee representative shall sign in block 13b and enter the date in block 13c. The head of the SEA (school or national headquarters) shall indicate approval by signing in block 13d and entering the date of signature in block 13e.

(C) Public airport. Enter in block 13a the name and address of the public airport or the authorized State aeronautical agency which is requesting the property. Include the ZIP code and the county in which the public airport or State aeronautical agency is located. The authorized official of the public airport or State aeronautical agency or its designated representative shall sign and enter his or her title in block 13b, and show in block 13c the date of signature.

(xiv) Administrative action—(A) Determining Officer (DOD or FAA) (blocks 14a, b, and c)-(1) Department of Defense. For donation of nonreportable surplus property to service educational activities, enter in block 14a the name and address, including ZIP code, of the property disposal officer (PDO) controlling the property. The PDO shall sign in block 14b and enter the date in block 14c. The PDO shall not authenticate SF 123 for donations for a State agency or a public airport.

(2) Federal Aviation Administration. Enter in block 14a the name and title of the appropriate FAA official. The official shall sign in block 14b and enter the date in block 14c.

(B) GSA Approving Officer (blocks 140, e, and 1). Enter in block 14d the name and title of the GSA officer approving the order. The GSA officer will sign in block 14e and enter the date in block 14f.

(b) Processing SF 123(1) Public agencies and eligible nonprofit tax-exempt activities. (i) Upon a determination that surplus property is necessary and useful for public agencies and eligible nonprofit tax-exempt activities, the State agency shall prepare and submit an original and five copies of SF 123 to the appropriate GSA office and shall send an information copy to the holding agency. The State agency official shall sign in block 13b. When the location of the property is different from that of the holding agency, an additional copy may be sent to the location for informational purposes. Block 11, “Pickup or Shipping Instructions," shall be completed, as well as blocks 13b and c.

(ii) At the time the property is determined surplus and approved for transfer by GSA, the GSA office will complete the SF 123 in blocks 14d, e, and f; retain one copy for the files; return two copies to the State agency; and send the original and one copy directly to the holding agency.

(iii) The holding agency upon receipt of the SF 123 shall release the property for donation promptly in accordance with the pickup or shipping instructions.

(2) Service educational activity-(i) DOD property reported to DRMS. (A) Transfer orders for property listed in DRMS excess listings shall be initiated by a school or the national headquarters of the SEA by transmitting an original and five copies of the SF 123 to its authorized donee representative. The SF 123 shall be completed except for block 13.

(B) The authorized donee representative shall complete blocks 13a, b, and c and return the original and four copies to the national headquarters if applicable. The fifth copy shall be retained by the authorized donee representative.

(C) The head of the SEA (school or national headquarters) shall indicate approval by signing block 13d of the SF 123 and entering the date in block 13e. That activity shall then forward the original and three copies of the SF 123 to DRMS, retaining the fourth copy for its files.

(D) DRMS shall hold the SF 123 until it determines the property excess to the needs of DOD. When the property is determined excess, the SF 123 (the

original and three copies), with a copy of the excess report, shall be sent to the appropriate GSA regional office.

(E) At such time as the property is determined surplus and approved for transfer by GSA, the GSA office will complete blocks 14d, e, and f; retain one copy; send the original and one copy to the holding agency; and send an informational copy to the State agency for the State in which the SEA school, club, or council is located.

(F) The property disposal officer, upon receipt of the approved SF 123 from GSA, shall release the property to the authorized donee representative in accordance with the pickup or shipping instructions shown in block 11.

(ii) DOD property reported directly to GSA. (A) Transfer orders shall be initiated by the authorized donee representative of the SEA by preparing an original and five copies of SF 123. The authorized donee representative shall complete blocks 13a, b, and c and send the original and four copies to the national headquarters if applicable. The fifth copy shall be retained by the authorized donee representative.

(B) The head of the SEA (school or national headquarters) shall indicate approval by signing block 13d of the SF 123 and entering the date in block 13e. That activity shall then forward the original and three copies of the SF 123 to the GSA regional office for the region in which the property is located, retaining the fourth copy for its files.

(C) At such time as the property is determined surplus and approved for transfer by GSA, the GSA office will complete blocks 14d, e, and f; retain one copy; send the original and one copy to the holding agency; and send an informational copy to the State agency for the State in which the SEA school, club, or council is located.

(D) The property disposal officer, upon receipt of the approved SF 123 from GSA, shall release the property to the authorized donee representative in accordance with the pickup or shipping instructions shown in block 11.

(iii) DOD property not reported to either DRMS or GSA. (A) Transfer orders shall be initiated by the authorized donee representative of the SEA by preparing an original and six copies of

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SF 123. The authorized donee rep resentative shall complete blocks 13a, b, and c. The original and five copies shall be sent to the property disposal officer, who shall complete blocks 14a, b, and c.

(B) The property disposal officer shall retain one copy of the SF 123 and return the original and four copies to the authorized donee representative.

(C) The authorized donee representative shall send the original and four copies of the SF 123 to the head of the SEA for approval if applicable. The head of the SEA shall indicate approval by signing block 13d and entering the date in block 13e. That activity shall then forward the original and three copies of the SF 123 to the GSA regional office for the region in which the property is located, retaining the fourth copy for its files.

(D) At such time as GSA approves the transfer, the GSA office will complete the SF 123 in blocks 14d, e, and f; retain one copy, send the original and one copy to the holding agency; and send an informational copy to the State agency for the State in which the SEA school, club, or council is located.

(E) The property disposal officer, upon receipt of the approved SF 123 from GSA, shall release the property to the authorized donee representative in accordance with the pickup or shipping instructions shown in block 11.

(3) Public airport. (i) The applicant shall prepare and submit an original and four copies of SF 123 to the appropriate FAA official for surplus property required for public airport purposes. The applicant shall sign in block 13b. One copy of SF 123 shall be sent to the holding agency by the applicant.

(ii) The appropriate FAA official shall indicate approval by completing blocks 14 a, b, and c; retain one copy; and send the original and three copies to the appropriate GSA office.

(iii) At such time as the property is determined surplus and approved for transfer by GSA, the GSA office will complete the SF 123 in blocks 14 d, e, and f; forward the original to the holding agency; return two copies to the appropriate FAA Official; and retain one copy for the files.

(iv) The appropriate FAA official shall send one copy of the SF 123 to the

applicant and retain one copy for the files.

(v) The holding agency, upon receipt of the approved SF 123, shall proceed to release the property for donation in accordance with the pickup or shipping instructions,

(c) General information regarding SF 123. (1) SF 123 is printed in a 10-part, snap-out set. Sets can be purchased by FAA and DOD for distribution to authorized donees or applicants by ordering direct from the General Services Administration (FCNI), Washington, DC 20406. SF 123-A (Continuation sheet) can also be purchased from the same source. The continuation sheet is printed in a 10-part, snap-out set. State agencies may obtain copies of these forms from the U.S. Government Printing Office, Superintendent of Documents, Washington, DC 20402, or have them printed

printed commercially. When printing these forms commercially, State agencies must ensure that the forms conform to the exact size, wording, arrangement, etc., of the approved Standard forms.

(2) SF 123 and SF 123–A sets are color coded, having two each of five different colors in each set.

(3) The SF 123 is designed for mailing in a 378- by 878-inch window envelope with a 11/8- by 4-inch window positioned one-half inch from the bottom and three-fourths of an inch from the left side of the envelope. Slightly larger window envelopes may also be satisfactory, but the size and position of the window should not be altered. Copies should be folded along the horizontal line above block 11, and when inserted in a window envelope, the typed holding agency address will show through the window.

(53 FR 16117, May 5, 1988)

§ 101-44.4902 GSA forms.

(a) GSA forms are illustrated in this section to show their text, format, and arrangement, and provide a ready source of reference. The subsection numbers in this section correspond with the GSA form numbers.

(b) State agencies may obtain GSA Form 3040, State Agency Monthly donation Report of Surplus Personal Property, from the GSA regional office

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Each report shall be signed and dated by an approving official and submitted in duplicate to the appropriate GSA regional office by the 25th day of the month following the quarter being reported.

A. Beginning Inventory- List the total original Government acquisition cost for all property on hand at the beginning of the report period.

B. Property Received, Original Government acquisition cost for:

1. From Federal agencies Property received and posted to inventory records during the report period from Federal agencies other than that received from sources identified under 2, 3, and 4, below.

2. From other State agencies-Property received from other State agencies via an overage or SF 123 action and posted to inventory records during the report period.

3. From Overseas Property received through the overseas program and posted to inventory records during the report period.

4. Other receipts Property received from all other sources and posted to inventory records during the report period, including property released by Federal agencies without documents, property returned by donees, overages not previously posted, etc. Major receipts (over $500 per line item) should be explained in detail under "Remarks."

C. Property Donated - Original acquisition cost of surplus property distributed to:

1. Public agencies (as defined in $10144.001-10)The original Government acquisition costs for donation to public agencies during the report period shall be identified for purposes of:

a. Conservation.
b. Economic development.
c. Education.
d. Parks and recreation.
e. Public health.
f. Public safety.

g. Two or more (when the donee indicates on the State agency distribution document that the property will be used equally for two or more public purposes).

h. Other (when the property will be used for a public purpose other than a through f).

2. Nonprofit institutions or organizationsAs indicated in 8101-44.207, donations to non

profit institutions and organizations during the report period shall be identified by (a) educational and (b) public health purposes.

D. Other Distribution- Original Government acquisition cost for:

1. Transfer to other State agencies—Total acquisition cost of all property transferred to other State agencies and dropped from inventory during the report period as a result of an overage or SF 123 action.

2. Return to Federal agency—Total acquisition cost of all property returned to Federal agencies as approved by GSA and dropped from inventory during the report period with the exception of that property turned in for sale.

3. Sold-Total acquisition cost of all property dropped from inventory as a result of sales during the report period whether sold by the State agency or GSA.

4. Abandoned or destroyed-Total acquisition cost of all property dropped from inventory as a result of approved and documented abandonment or destruction actions during the report period.

5. Other adjustments—Total acquisition cost of all property redonated after having been returned from a donee, lost, stolen, or destroyed; shortages and inventory adjustments not previously posted, etc., which were dropped from inventory during the report period and documented in accordance with published procedures.

E. Ending inventory- To be computed by adding A and B, then subtracting C and D (A+B-C-D=E). F and G are for informational purposes only and are not included in E since they are already represented in C and D.

F. Method of Distribution-- Total acquisition cost of property distributed during the report period identified as (1) distribution from a State agency facility or (2) picked up or shipped direct from the holding agency to a donee. (The total should be the same as the total of C and D.)

G. Distribution to Public Agencies - Total Government acquisition cost of property donated within the State during the reporting period.

1. Distribution to State public agencies such as State police departments, State hospitals, State parks, etc.

2. Distribution to county and local public agencies, such as a county civil defense unit, municipal health unit, county roads commission, etc.

(The total should be the same as the total of part 1 of C.)

Remarks-Use this area to report on donations to programs that provide assistance to homeless individuals. Include the total amount of property donated, the number of providers that received property, and the number of individuals (estimated if not known) served by each provider. If no donations were made to providers during the report quarter, an indication to that effect should be made.

(53 FR 16119, May 5, 1988, as amended at 53 FR47198, Nov. 22, 1988)

PART 101-45-SALE, ABANDON

MENT, OR DESTRUCTION OF PERSONAL PROPERTY

Sec. 101-45.000 Scope of part, 101-45.001 Requests for deviations.

Subpart 101-45.1-General

101-45.101 Applicability. 101-45.102 Needs of Federal agencies par

amount. 101-45.103 Sales responsibilities. 101-45.103-1 Conduct of sales. 101-45.103-2 Holding agency sales. 101-45.103_3 Sales by GSA. 101-45.103-4 Sales conducted at holding

agency facilities. 101-45.104 Care and handling pending dis

101-45.304-10 Deposits and final payments. 101-45.304-11 Deposit bonds. 101-45.304–12 Sales to State and local gov

eraments. 101-45.305 (Reserved) 101-45.306 Contractor inventory. 101-45.307 Proceeds from sales. 101-45.308 [Reserved) 101-45.309 Special classes of property. 101-45.309-1 Agricultural commodities. 101-45.309-2 Hazardous materials. 101-45.3093 Demilitarization and decon

tamination. 101-45.309 4 [Reserved] 101-45.309-5 Garbage. 101 45.309-6-101-45.309–7 (Reserved) 101-45.3098 Bedding and upholstered fur

niture. 101-45.309-9 Gold. 101-45.309_10 Safes and locking file cabinets. 101-45.309–11 (Reserved] 101-45.309-12 Vehicle reconditioning. 101-45.309-13 All terrain vehicles. 101-45.310 Antitrust laws. 101-45.311 Assistance in controlling unau

thorized transport of property. 101-45.312 [Reserved] 101-45.313 Procedures and forms concerning

contingent or other fees for soliciting or

securing contracts. 101-45.313-1 Purpose. 101-45.313-2 Objectives and methods. 101-45.313-3 Representation and covenant. 101-45.313

4 General principles and standards applicable to the covenant. 101-45.313-5 Standard Form 119, Contrac

tor's Statement of contingent or Other

Fees. 101-45.313-6 Use of Standard Form 119, Con

tractor's Statement of Contingent or

Other Fees. 101-45.313-7 Exceptions, . 101-45.3138 Enforcement. 101-45.313-9 Preservation of records. 101-45.314 Federal excise taxes. 101-45.315 Equal Opportunity clause in con

tracts. 101-45.316 (Reserved] 101-45.317 Noncollusive bids and proposals. 101-45.318 Identical bids.

posal.

.

101-45.105 Exclusions and exemptions. 101-45.105-1 Materials required for the na

tional stockpile or the supplemental stockpile, or under the Defense Produc

tion Act. 101-45.105-2 Disposal of certain vessels. 101-45.105-3 Exemptions. 101-45.106 Property controlled by other law. 101-45.107 Holding agency compliance func

tion. 101-45.107-1 Referral to other Government

agencies. 101-45.107-2 Compliance reports.

Subpart-101-45.2-[Reserved]

Subpart 101-45.3-Sale of Personal

Property

Subpart 101-45.4-Contract Disputes

101-45.400 Scope of subpart. 101-45.401 The disputes clause. 101–45.402 Alternative disputes resolution.

101-45.300 Scope of subpart. 101-45.301 (Reserved) 101-45.302 Sale to Government employees. 101-45.303 Reporting property for sale. 101-45.303-1 Describing property. 101-45.303-2 Display and inspection. 101-45.303_3 Delivery. 101-45.304 Sales methods and procedures. 101-45.304-1 Competitive bid sales. 101-45.304–2 Negotiated sales and negotiated

sales at fixed prices. 101-45.3043 (Reserved] 101-45.3044 Lotting. 101-45.3045 Inspection by bidders. 101-45.304–6 Reviewing authority. 101-45.304-7 Advertising. 101-45.304,8 Forms prescribed. 101-45.304-9 Credit.

Subpart 101-45.5 [Reserved]

Subpart 101-45.6-Debarred, Suspended,

and Ineligible Contractors

101-45.600 Scope of subpart. 101-45.601 Policy. 101-45.602 Listing debarred

contractors.

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