Code of Federal Regulations: Containing a Codification of Documents of ...

(D) Property Not Reported to DPDS or GSA. The surplus release date is assigned by the holding agency (property disposal officer) and must be obtained therefrom. When nonreported property items with several surplus release dates are listed, each date should follow the respective line item and block 3 will not be completed.

(iv) Set-Aside Date (block 4). Enter the date on which nonreported property was set aside at the holding agency by an authorized donee representative, pursuant to § 101-44.109. The insertion of a set-aside date will indicated to the GSA officer that the property is available as surplus and that the holding agency has agreed to set the property aside pending receipt of donation approval.

(v) Type of Property (block 5). Insert "X" in the appropriate square to indentify the property as reportable or nonreportable to GSA. An "X" shall not be inserted to indentify the property as nonreportable when any property listed is either reportable to GSA or had previously been reported on SF 120, Report of Excess Personal Property, to GSA in accordance with 3 iul43.311. Reportable property never loses its identity.

(vi) Total Acquisition Cost (block 6). Enter the sum of all the total costs shown under block 12(g) and on continuation sheets when appropriate.

(vii) General Services Administration, Federal Supply Service, Personal Property Division (block 7). add the street addresss, city, State, and ZIP code of the appropriate GSA office.

(viii) Location of Property (block 8). Insert the actual location of the property, including if available the warehouse or building number, street address, city, State, and ZIP code or other specific location of the property listed in block 12.

not be the same as the property location.

(x) For GSA Use Only (block 10). The GSA regional office will enter the appropriate codes in order to satisfy automated control reporting requirements.

(xi) Pickup or Shipping Instructions (block 11). Insert the name, address, including ZIP code, and telephone number of the State agency or donee representative to be notified or property availability when the property listed in block 12 is to be picked up. Enter shipping instructions when the property listed in block 12 is to be shipped. The applicant shall pay all transportation costs.

(xii) Surplus Property List (blocks 12 (a), (b), (c), (d), (e), (†), and (g))— (A) Line Item Number. Enter in block 12(a) the identical number assigned to the line item on the document from which the control numbers indicated in block 12(b) are selected.

(B) Identification Numbers. Enter inblock 12(b) pertinent identification numbers as follows:

(I) GSA control number. Military property reported to GSA through DPDS and all civilian and military agency property reported directly to GAS is assigned a GSA control number. The GSA control number may be obtained from the appropriate GSA office. In all cases in which a GSA control number is asisgned, it must be entered on SF 123.

(II) DOD excess report number. All excess property reported to DPDS is assigned a DOD excess report number. For such property subsequently reported to GSA, the DOD excess report number may be obtained from GSA or the DPDO/holding activity. The DOD excess report number for DOD property screened by DPDS but not reported to GSA for screening may be obtained from DPDS or the DPDO/holding activity. In all cases in which a DOD excess report number is assigned, it must be entered on the SF 123.

(ix) Holding Agency (block 9). Enter (III) Holding agency control the complete name and address of the number. The holding agency assigns a holding agency, including ZIP code; control number for all reportable i.e., the executive agency which has property. For non-reportable property, accountability and administrative con- the holding agency assigns a document trol over the property. It may or may or voucher number. This control

number can be made available by the holding agency, and in the case of reported property, by GSA or DPDS (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 description, 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) Condition Code. Enter in block 12(d) 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 § 101-43.4901-120-1.

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

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

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

(xiii) Transferee Action (blocks 13 a, b, c, d, and e)-(A) State agency. Enter in block 13a the name and address, including ZIP code, or the State agency which is making the request for the property the authorized official of the State agency shall sign his name and enter his title in block 13b, and show in block 13c the date he signs the SF 123.

(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 service educational activity is located. The authorized donee repre

sentative (an officer of the school, club, or council authorized to request donable surplus property) shall sign his name and enter his title in block 13b, and show in block 13c the date he signs the SF 123. An authorized official of the national headquarters shall indicate approval by signing in block 13d and show in block 13e the date he signs the SF 123.

(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 his name and enter his title in block 13b, and show in block 13c the date he signs the SF 123.

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

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

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

(b) processing SF 123-(1) Public agencies and nonprofit educational and public health institutions and organizations. (i) Upon a determination that surplus property is necessary and useful for public agencies and nonprofit educational and public health institutions and organizations, the State agency shall prepare and submit an original and five copies of SF 123 to

the appropriate GSA office and 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 than that of the holding agency, an additional copy may be sent to the location for informational purposes. Block 11, "Pickup or Shipping Instruction,” shall be completed as well as blocks 13 b and c.

(ii) At the time the property is determined surplus and approved for transfer by GSA, the GSA office will complete SF 123 in blocks 14 d, e, and f; retain one copy for the files; return two copies to the State agency; and send the original and one copy direct 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 DPDS. (A) Transfer orders for property listed in DPDS excess listings shall be initiated by a school or the national headquarters of the SEA by transmitting an original and five copies of 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 13 a, 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 SEA national headquarters, if appropriate, or the sponsoring military service shall indicate approval by signing block 13d of the SF 123 and entering the date in block 11e. That activity shall then forward the origninal and three copies of the SF 123 to DPDS, retaining the fourth copy for its files.

(D) DPDS 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 14 d, e, and f; retain one copy; send the origingal 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 direct 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 13 a, 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 authorized official of the national headquarters shall indicate approval by signing block 13d of the SF 123 and entering the date in block 13e. He 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 his files.

(C) At such time as the property is determined surplus and approved for transfer by GSA, the GSA office will complete blocks 14 d, 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 DPDS or GSA. (A) Transfer orders shall be initiated by the authorized donee representative of the SEA by preparing an original and six copies of SF 123. The authorized donee representative shall complete blocks 13 a, b, and c. The original and five copies

shall be sent to the property disposal officer, who shall complete blocks 14 a, 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 national headquarters of the SEA for approval if applicable. The authorized official of the national headquarters shall indicate approval by signing block 13d and entering and entering the date in block 13e. He 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 his files.

(D) At such time as GSA approves the transfer, the GSA office will complete the SF 123 in blocks 13 d, 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 SF 123 in blocks 14 d, e, and f; forward the original to the holding agency; return two copies to the ap

propriate 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 10part, 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 (3 FFI), Region 3, Washington, D.C. 20407. SF 123-A (Continuation sheet) can also be purchased from the same source. The continuation sheet is printed in a 10part, snap-out set. State agencies may obtain copies of these forms from the U.S. Government Printing Office, Superintendent of Documents, Washington, D.C. 20402.

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

(3) The F 123 is designed for mailing in a 3%- by 8%-inch window envelope with a 1%-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.

§ 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 serving the geographical area in which the State agency is located.

101-45.101 Applicability.

101-45.102 Needs of Federal agencies paramount.

101-45.103 Sales responsibilities. 101-45.103-1 Responsibilities of the General Services Administration. 101-45.103-2 Responsibilities of holding agencies.

101-45.104 Care and handling pending disposal.

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 Production 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 function.

101-45.107-1 Referral to other Government agencies.

101-45.107-2 Compliance reports.