SURPLUS FAQ

What does the Office of Surplus Property Management do?

OSPM manages surplus personal property for the Commonwealth, helping agencies, localities, and eligible groups reuse, recycle, sell, or dispose of unneeded items in compliance with state and federal rules.

What is surplus property?

Surplus property is all physical personal property (excluding land and buildings) determined to exceed the needs of state government by the management of a state agency or institution. Once property is declared surplus, it is reported to the Office of Surplus Property Management (OSPM). It then qualifies for disposal (transfer, donation, or public sale) under Department of General Services policies and procedures established in accordance with section §2.2-1124, of the Code of Virginia.

Who can buy surplus property?

State agencies, localities, pre-approved 501(c)(3) nonprofits, eligible health & educational institutions, veteran-owned small businesses, and the general public can purchase surplus items. See our Eligibility page for details.

Why Choose OSPM?

• Deep savings – Typical prices run 60–90 % below new retail. A student desk that costs $150 new may be just $10 through OSPM.
• Proven quality – Many items are commercial-grade and built to last longer than consumer alternatives.
• Easy process – Our team handles questions and listings so you can focus on finding what you need.
• Sustainability – Re-using assets conserves budget dollars and keeps usable goods out of Virginia landfills.

Where can I see examples of agencies that saved money using surplus?

Check out our Success Stories to see how real agencies and nonprofits have stretched their budgets while supporting sustainability.

Who is eligible to purchase federal surplus property?

Federal surplus property is available to state and local government agencies and institutions, and to certain health, educational, and other qualified organizations including certain nonprofit organizations, in accordance with federal regulations. Detailed information is contained on our Eligibility page. The Federal Surplus Property Eligibility Application also provides information to qualify for federal surplus property.

Who is eligible to purchase state surplus property?

State surplus property is available at any time to all state and local government offices, and to the qualified pool of donees that meets federal eligibility requirements, including certain nonprofits and small businesses. These potential buyers may view and purchase property at any time at our warehouse distribution centers. We also offer this property for sale to the general public via public auctions and on GovDeals. Interested public buyers can always view our auction schedule for the next sale opportunity.

What is a donee?

A donee is a qualified and eligible government entity, locality, certain non-profit organizations, or small businesses that meet federal eligibility requirements to receive state surplus property.

Are non-profit 501(c)3 organizations eligible to purchase state surplus property?

Certain qualified nonprofits are eligible to apply to obtain federal and state surplus property, according to our eligibility requirements, and in accordance with the Code of Virginia. Our procedures allow surplus materials to be sold to Virginia charitable corporations granted tax-exempt status under 501(c) 3 of the Internal Revenue Code. For more information, see our Eligibility page. The Federal Surplus Property Eligibility Application also provides information to qualify for federal surplus property.

How and where can I purchase surplus items?

Potential buyers from the public may view and purchase property via public auctions and on GovDeals. Interested public buyers can always view our auction schedule for the next sale opportunity.

How and where can I find out about public auctions of surplus property?

We publish a calendar of public auctions in Virginia.

Can the public shop at the Surplus Property Retail Store?

No. The retail store is now online under GovDeals for shopping convenience. See the GovDeals page. Another option is to attend live public auctions — see our Auction Calendar.

How can I bid on surplus items online?

Public surplus items are auctioned through GovDeals. Anyone can register for free, browse listings, and place bids. See the GovDeals page.

How do I buy surplus state vehicles?

The Office of Fleet Management Services (OFMS) sells well-maintained surplus state vehicles — including sedans, minivans, SUVs, and light-duty trucks — through public auctions year-round. Mileage and maintenance records are available at each auction, so you can bid confidently.

Anyone can check upcoming sales on our Auction Calendarand browse available vehicles anytime on GovDeals.

• For government agencies: OFMS auctions are also a cost-effective way to refresh your fleet with vehicles ready for immediate use.

• Tip: Vehicles are sold “as is, where is.” We recommend attending preview days or contacting the auction house for inspection details before bidding.

How do public surplus auctions work?

Each month, the Office of Surplus Property Management (OSPM) holds live and online auctions so the public can bid on surplus vehicles, equipment, office furniture, classroom supplies, and more — all at prices well below retail.

Here’s what to know:

• Where: Auctions happen through trusted local auction houses and online at GovDeals.
• When: See upcoming auction dates on our Public Auction Calendar.
• Preview: Vehicles and large items can often be inspected during posted preview hours.
• How it works: All items are sold “as is, where is.” Full payment is due at the end of the sale.
• Browse anytime: Online listings on GovDeals are available 24/7 — filter by location (Richmond or Wytheville) and category.

Need help? Call our Richmond Surplus team at (804) 236-3675.

Our agency is moving or downsizing. Where do we start?

Before you move, downsize, or get rid of extra furniture and supplies, make sure you follow the Commonwealth’s surplus property process — it can save you money and keep you in compliance.

We’ve created a simple, step-by-step flyer to guide you through every stage of an office move or cleanout, including:

• A clear 5-step surplus checklist
• When to act (90/60/30 days before your move)
• How your agency can earn back up to 85% of sales revenue through GovDeals
• Who to contact and what forms to use

Download the flyer (PDF) and share it with your move team, facilities staff, or anyone handling agency property.

Do we send our surplus items to Richmond/Wytheville anymore? Do we have to hold everything in-house until it sells or is disposed of?

Yes — under the current surplus process, items stay at your agency instead of being shipped to the warehouse. This saves time and avoids moving and storage costs.

Now, surplus is handled online through GovDeals, reaching over 4.1 million daily viewers. Your agency keeps 85% of the sale revenue, with a 15% fee covering processing and compliance.

Items are listed from your location, buyers pick up onsite, and if an item doesn’t sell after two postings, we’ll help you with proper disposal.

This approach is faster, more cost-effective, and puts more money back into your budget. See the full process the Surplus Prep Checklist flyer (PDF).

How can I learn more about the new Surplus Tiers Program?

The new Tiers Program gives State Agencies, Localities, Non-Profits, SBAs, and Veteran-Owned Businesses better access to surplus property through GovDeals.

For a quick overview of who qualifies, how it works, and how to register, check out our one-page flyer: View the Surplus Tiers Flyer (PDF).

Still have questions? See our step-by-step Tier registration guides below or contact us for help.

How do I register for the new Tiers Program?

To register for the Commonwealth of Virginia’s surplus Tiers Program, you’ll need a GovDeals account and must apply for your appropriate tier:

Steps to register:

1. Go to GovDeals
2. Click Register (top right) and complete the buyer registration form.
3. Check your email for your username and temporary password, then sign in and update your password.
4. Once signed in, visit your tier’s page and click Apply.
5. You’ll get an email when your tier application is approved. After that, you can start bidding and buying surplus items.

For detailed, step-by-step help, download the guide for your tier below:

• Tier 1 – State Agencies (PDF)
• Tier 2 – Localities (PDF)
• Tier 3 – Non-Profits, SBAs, Veteran-Owned Businesses (PDF)

If you run into any issues, you can use GovDeals’ chat feature or call their customer service at 1-800-613-0156 (option 1) for help.

How come local government or other donees can't buy when the property is in Tier One?

Tier One surplus property is reserved exclusively for state agencies first. This priority window ensures that state-funded programs have the first opportunity to reuse equipment, furniture, or supplies they originally purchased with taxpayer dollars.

Once the Tier One timeframe closes — or if the items aren’t claimed — the property may be released to Tier Two (localities) and Tier Three (nonprofits, veteran-owned businesses, etc.) following Commonwealth policy.

Why? This tiered approach maximizes reuse within the state before making items available more broadly, which saves taxpayer money and avoids unnecessary new purchases.

• Tip: If you’re a local government or donee interested in specific items, monitor listings and watch for when they open to your tier, or reach out to OSPM to be notified when an item moves down the tiers.

How do I know if my organization is eligible to receive state or federal surplus property?

Eligibility depends on your organization’s type and mission. State agencies, localities, and certain nonprofits (501(c)(3), VOSBs, SBAs) may qualify for state or federal surplus. Visit our Eligibility page for details and application steps.

How do I maintain my eligibility status once approved?

Approved organizations must keep their registration and affidavits current with OSPM and GSA (if applicable). We recommend reviewing your status each fiscal year and contacting OSPM if your mission, point of contact, or location changes.

How do I see what surplus inventory is available right now?

All available items are listed in real-time on GovDeals. Filter by location (Richmond, Wytheville) and category to see current surplus. For federal items, browse gsa.gov and work with OSPM to acquire them.

https://www.govdeals.com/en/dgswytheville

https://www.govdeals.com/en/dgsdarbytown

https://www.govdeals.com/en/commonwealthofvirginia

How do I buy surplus state vehicles?

The Office of Fleet Management Services (OFMS) sells well-maintained surplus state vehicles — including sedans, minivans, SUVs, and light-duty trucks — through public auctions year-round. Mileage and maintenance records are available at each auction so that you can bid confidently.

Anyone can check upcoming sales on our Auction Calendar and browse available vehicles anytime on GovDeals.

For government agencies: OFMS auctions are also a cost-effective way to refresh your fleet with vehicles ready for immediate use.

• Tip: Vehicles are sold “as is, where is.” We recommend attending preview days or contacting the auction house for inspection details before bidding.

What if I’m worried about the condition of surplus items?

All surplus is sold “as is, where is.” We strongly recommend reviewing item descriptions and photos, visiting preview days (where offered), and asking for additional photos or virtual inspections when needed. For IT and electronics, certified data destruction is provided.

How much does it cost to dispose of surplus through OSPM?

Service fees vary by disposal method but are transparent and outlined in our Rules & Regulations. Agencies keep 85% of GovDeals auction proceeds — only a small portion covers administrative costs.

How can my agency get the most value from surplus sales?

Declare items early, sell them in place if possible, and provide clear photos and details. This reduces transport costs and often attracts higher bids.

How long does it take from declaring surplus to final sale or transfer?

The full process can take 30–90 days, depending on item type, location, and transport needs. Use our Office Move Flyer (PDF) to plan ahead.

Who do I contact if pickup or delivery is delayed?

Email statesurplus@dgs.virginia.gov or call (804) 236-3675 for help with scheduling or freight updates.

What documentation do I need to keep for audit compliance?

Keep your Surplus Property Reports (DGS-38), transfer records, and GovDeals sales confirmations for at least three years, or as required by your agency’s retention policy. This protects you during state audits.

Do you recycle?

OSPM also manages statewide contracts for recycling scrap metal, electronics, and secure data destruction, helping agencies meet Virginia’s sustainability goals while lowering disposal costs. Full details and instructions are available on our Recycling Assistance Program page.

How do I properly dispose of broken IT items like headphones, mice, or keyboards?

You can use the state’s Data Destruction contract with Powerhouse Recycling for proper disposal of broken or obsolete IT equipment. Full details and instructions are available on our Recycling Assistance Program page.

• Tip: Always check with your agency’s IT team before disposal to ensure proper data security compliance.

How do I handle sensitive data when disposing of IT equipment?

Use our approved Data Destruction vendors listed under Recycling Assistance. This ensures compliance with Commonwealth security standards.

Is staff training available on surplus rules and systems?

Yes! OSPM offers webinars and custom briefings for agency procurement and facilities staff. Contact us at statesurplus@dgs.virginia.gov to request training.

How do I contact OSPM? What if I have a special request?

For general questions, contact us at statesurplus@dgs.virginia.gov. For all federal surplus questions, contact fedsup@dgs.virginia.gov.

You may also call our Richmond facility at (804) 236-3670 or Wytheville facility at (276) 228-2840. See our Surplus Contacts page for more ways to get in touch.

Where are your locations?

We have facilities in Richmond and Wytheville — see our Locations page for directions.