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Office of Surplus Property Management

DECLARE SURPLUS PROPERTY

​The Office of Surplus Property Management (OSPM) surplus property program redistributes and disposes of assets no longer needed by the Commonwealth. The program is designed to maximize use of surplus items, save costs for the Commonwealth, and ensure OPSM creates an audit trail consistent with good accounting procedures. Any local public body of the Commonwealth or state agency may use the OSPM to dispose of their surplus property.

State agencies that wish to declare, surrender or dispose of state surplus property should review Chapter 12 of the Agency Purchasing & Surplus Property Manual (or APSPM) for additional details.   

Work with Your Agency’s Surplus Property Officer

All state agencies, universities and colleges have a designated Agency Surplus Property Officer (SPO). The SPO is responsible for managing all aspects of their agency’s surplus state property.

All agencies should provide the name of their Agency Surplus Property Officer and any designees to OSPM by submitting a Surplus Property Officer Designation Form, available in the Forms and Documents Center.

Don't know who in your agency to call? Please contact OSPM

State Surplus Property Disposal Methods

OSPM disposes of surplus property in various ways to best meet the needs of state agencies, and to ensure we maximize the resale value of the property. The Commonwealth encourages maximum reuse of materials, whenever possible, and after that, disposal through various methods. Items may be reused through the following methods:  

  • transfer within the same agency or to another state agency
  • sales to eligible organizations
  • public auctions or sales
  • recycling
  • donations to eligible organizations
  • recycling, reusing or scrapping surplus computers and equipment
  • disposal, if all other methods are not appropriate

For more details, see Section 12.7, in the APSPM.

To declare, surrender or dispose of surplus property, your agency must follow guidelines in Chapter 12 of the APSPM. General process steps are below; for complete details see the manual.

Perform an Internal Agency Review  
  • Section 12.11 of the  APSPM
  • Before reporting surplus items, an agency should conduct an internal review to determine if items could be used by another division of the agency. Agencies may handle their internal agency review as they deem appropriate.
2. If Transferring Property within the same Agency or to Another State Agency
  • Section 12.7 of the APSPM
  • If agencies wish to transfer property within the same agency, they do not need to notify OSPM. Agencies may handle as they deem appropriate.
  • If agencies wish to transfer surplus property to another agency, use the Surplus Property Transfer Document DGS-44-012 (Annex 12-B) form for the agency’s internal use.
  • Agencies transferring property to a different state agency do not need to use the DGS-44-011 form, and do not need to notify OSPM.
3. If Transferring Property Outside your Agency - Report to OSPM
  • Section 12.11 and 12.7 of the APSPM
  • If the agency is not transferring property within the same agency or between two different state agencies the agency must report the property to OSPM.
  • The agency will use Surplus Property Report DGS-44-001(Annex 12-A) form to report the property.
  • If reporting surplus other than vehicles, send form DGS-44-001 along with digital photos of the item to the agency’s state surplus designated representative for review. Once reviewed, the state agency representative should send to OSPM.
  • This report should be as complete as possible, with information such as manufacturer identification, model numbers, age and any defects for the item. Each item must be listed on the Surplus Property Report with the five-digit procurement commodity code.
  • If agencies wish to transfer surplus property to the warehouses, complete Surplus Property Manifest DGS-44-014 (Annex 12-E). Do not fill out the Surplus Report Form DGS-44-001.If agencies have vehicles or title-bearing equipment (surplus cars, boats, etc.) not being delivered to a warehouse and not being disposed of through OSPM outsourced service contracts, report them on Surplus Property Report DGS-44-001(Annex 12-A) form.
  • Include the original title and registration, and a compact disc (CD) with photos of multiple views of the interior and exterior of the item.
  • Only one vehicle or other titled item may be listed on a report. Surplus vehicles delivered to the warehouse MUST have the original title attached to the manifest.
  • Mail all materials and the form to the Va. Dept. of General Services Surplus Property, 1910 Darbytown Road, Richmond, VA 23231.
  • Once reviewed by the agency’s state surplus designated representative, the agency representative should mail or email all original forms and reports to: statesurplus@dgs.virginia.gov or VA. Dept. of General Services, Surplus Property, 1910 Darbytown Road, Richmond, VA 23231.
4. OSPM Will Determine the Disposal Method and Contact the State Agency
  • Section 12.7 of the  APSPM
  • DGS/OSPM will determine the disposal method, taking factors into consideration including condition, age, quantity, size, weight, market demand, and pricing of the item.
  • DGS will respond to the agency surplus property representative to inform them of additional requirements to dispose of the item.
  • Read more about types of disposal methods in Chapter 12.7.

5. Agency Will Complete Transfer and Delivery of Surplus Items   

  • Section 12.11 of the  APSPM
  • Call the appropriate center to schedule a date for delivery: Richmond (804) 236-2757, or Wytheville (276) 228-6803.
  • The manifest must accompany the delivery to the surplus warehouse. OSPM will verify items on the manifest and return a receipt to the agency, and the agency may then remove the property from their inventory records.
Hazardous Materials 
  • Section 12.8 of the APSPM
  • OSPM will not accept hazardous materials, but will accept products such as janitorial cleaning supplies, paint, etc. For questions about whether an item is a hazardous material, contact OSPM.
  • If an agency has hazardous materials, contact the Department of Environmental Quality (DEQ) and see the statewide “Hazardous Waste Disposal and  Recycling Services” contract, #PF-507-70VAPP.
Items Requiring Special Handling
  • Section 12.8 of the APSPM
  • Some surplus items require special handling and documentation, as required by law, regulation or policy; for example, drums, liquor stills or drugs. If your agency has these items, contact OSPM.
Surplus Firearms
  • Section 12.13 of the APSPM
  • OSPM does not accept firearms
  • An agency will either declare the firearm surplus property or pursue trade in. For additional details, see the manual.
  • If an owning agency wishes to declare surplus firearms, and does not want to trade in, the agency head or SPO will declare it as surplus using Surplus Firearm Form A, Annex 12-G.
  • Firearms may be transferred to other authorized state agencies. The owning agency should use “Firearms Manifest: Agency Transfer” form (Surplus Firearm Form B, Annex 12-H). See additional details in the APSPM.
  • Firearms may be sold to local authorized agencies. The owning agency use “Firearms Manifest: Agency to Local Law Enforcement Agency Sale” form (Surplus Firearm Form C, Annex 12-L).
  • Firearms may be traded in. Trade-in items are not required to be declared surplus, but must be traded in on the purchase of equipment of the same general three digit commodity class code.  The owning agency will prepare a “Firearms Manifest: Agency Trade In” form (Surplus Firearm Form D, Annex 12-J).  The trade-in shall only be conducted with a federally licensed firearms dealer.
  • Destruction of Firearms: If the firearms are unusable, or if an agency cannot dispose of firearms using other options, firearms shall be destroyed. The owning agency will fill out the following forms:  “Firearms Manifest for Destruction” form (Surplus Firearm Form E, Annex 12- K), “Declaration of Surplus Firearms” form (Surplus Firearm Form A, Annex 12-G) and “Agency Firearm Destruction Request” form (Surplus Firearm Form F, Annex 12-L) signed by the Agency Head.
Flags
Police Dogs
  • Section 12.8 of the APSPM
  • A dog trained for police work may be sold to the handler who was last in control of such dog.
Licensed or Copyrighted Materials
  • Section 12.8 of the APSPM
  • Materials that are licensed or have a copyright require a review of the license or copyright agreement by the owning agency before trading in or declaring the item as surplus.
Insurance Claim- Salvage
  • Section 12.8 of the APSPM
  • The Department of Treasury/ Division of Risk Management may advise DGS/OSPM that a claim will involve salvage. The claims adjuster will secure a cashier’s or certified check from the highest bidder for the amount of the bid.
  • Upon delivery of the bids and check, the state agency’s representative may release the item(s) getting a delivery receipt from the highest bidder, and shall complete a Surplus Property Report, DGS-44-001, (Annex 12-A) and send the form, and receipts, bids, check, and copy of the delivery receipt to DGS/OSPM.
Surplus Computers and Related Equipment
  • Section 12.7 of the APSPM
  • While state surplus computers and related equipment may have resale value,  older systems may not and should be recycled for scrap content. Agencies need to perform data cleaning in house or via a state contract. Contact OSPM for guidance for resale potential and approved recycling outlets or see the Recycling Assistance Program for more details.