GENERAL SERVICES ADMINISTRATION, GSA ORDER FSS 4025.3. Subject: Donation Requests and Automatic Release Dates. 1. Purpose This order provides for the delineation of donation screening periods for personal property reported to: (1) GSA regions, (2) the Armed Forces Supply Support Center (AFSSC), and (3) property not reported to either AFSSC or GSA. It also provides, for the first time, for the inclusion of automatic release dates, when appropriate, on the Health, Education and Welfare Form 136 or other approved donation request forms. This should facilitate application of the principle that Federal utilization will be accomplished while the property is excess, and donation will be approved when the property is, in fact, surplus to the requirements of the Federal Government. The General Services Administration, the Department of Health, Education and Welfare, and the Department of Defense have collaborated in the development of an operating procedure which will provide firm lists of surplus personal property for donation screening by State Agencies for Surplus Property. 2. Applicability The procedure applies to excess reported to GSA regions by civil agencies, AFSSC, and military holding activities. It also applies to excess reported by holding activities to AFSSC and not GSA, and that excess which is not required to be reported to either the AFSSC or the GSA. To maintain control of property which is still in excess status and to avoid the possibility of deletions being made from donation requests, the HEW Form 136 has been revised to include a column for listing the automatic release dates for all categories of excess noted above. The form has also been revised to indicate that the personal property requested has been determined to be surplus to the requirements of the Federal Government. 3. Donation screening period Automatic release dates, the end of utilization screening and the beginning of the donation screening period and sources of this information for all excess personal property are as follows: a. DOD Property Screened by AFSSC and Then Reported on Standard Forms 120 to GSA for Further Screening. Automatic release dates are fixed by AFSSC and stamped on SF 120. GSA Regional Catalogs will also show the automatic release dates. With respect to DOD property, the military activities are furnished these dates by AFSSC at the time screening for DOD requirements is initiated. Following AFSSC screening, this property is available for 60 days for utilization screening outside the Department of Defense, and upon expiration of the ARD, property not required for Federal utilization becomes surplus. b. DOD and Civil Agency Property Reported on Standard Forms 120 Direct to GSA Regions by Reporting or Holding Activities. Automatic release dates are fixed by GSA and stamped on Standard Forms 120. These dates are furnished holding or reporting activities and will also be listed in regional catalogs, if the items are circularized. This property is available for 60 days for Federal utilization screening, and upon expiration of the ARD, becomes surplus. c. DOD Property Screened by AFSSC But Not Reported to GSA for Screening. Automatic release dates are fixed by AFSSC and are shown in Excess Personal Property listings of the DOD published by the AFSSC. Holding locations are also furnished these automatic release dates. A 30 day screening period is provided for internal DOD screening and upon expiration of the ARD, the property becomes surplus. d. DOD Property Not Reportable to GSA or AFSSC. The automatic release date for this excess is fixed by Property Disposal Officers. The minimum screening period of 15 days has been established for simultaneous Federal utilization screening and donation screening by service educational activities and DHEW. This period may be extended by agreement between GSA and the Property Disposal Officer if circumstances warrant such action. Property which is not required for Federal utilization becomes surplus upon expiration of this prescribed screening period. 4. Donation requests submitted to GSA for approval a. General. All HEW Forms 136 and donation requests submitted by service educational activities processed to GSA regional offices must show the date when requested property becomes surplus as indicated by established automatic release dates or expiration of prescribed screening period, in the column provided for this purpose. This requirement will be effective 60 days after the date of this order. b. HEW Requests for Property Reported to GSA. The automatic release dates will be added to the HEW Forms 136 by the DHEW Regional Representative for all property which is reported direct to GSA either by reporting or holding activities or by AFSSC. Sources of this information are shown in 3 a and b, above. c. HEW Requests for Property Not Reported to GSA. DHEW Regional Representatives or State Agency Screeners will be responsible for showing the automatic release dates on the HFW Forms 136 for property screened by AFSSC, but not reportable to GSA. Sources for this information are shown in 3c, above. d. Property Not Reported to AFSSC or GSA. State Agency Screeners and authorized Donee Representatives of service educational activities will be responsible for obtaining the date on which the property becomes surplus for inclusion on HEW Forms 136 or SEA request forms for property not reported to AFSSC or GSA. Source for this information is shown in 3d, above. 5. Action by GSA regions a. Property Reported to GSA. GSA regional offices will approve HEW Forms 136 and requests for donation from service educational activities for that property reported by the Armed Forces Supply Support Center or direct to GSA by holding or reporting activities after the assigned automatic release date has been reached. In the event the automatic release date is moved up for quick release of property as surplus, or extended to complete utilization action, the appropriate DHEW Regional Representative and holding activities must be notified of the change. b. DOD Property Reported to AFSSC. For that DOD excess which is reported only to AFSSC, HEW Forms 136 and service educational activity request forms will be approved for donation by GSA regions as received, provided the Military Priority Date (automatic release date) as shown in the AFSSC Excess Personal Property Listing has been reached. c. Property Not Reported to AFSSC or GSA. For excess not reported to AFSSC or GSA, HEW Forms 136 and service educational activity request forms will not be approved by GSA regions before the expiration of the 15 day screening period established by the Property Disposal Officer. HEW Forms 136 and SEA request forms received by regions prior to expiration of this screening period will be held in suspense until this date is reached before releasing them to holding activities. C. D. BEAN, Commissioner, Federal Supply Service. Distribution: A (FSS, CSL only), B (FL, FD, LP only), C (FL, LP only), F, G (FSS only), H (FU only), I (FU only). GENERAL SERVICES ADMINISTRATION, GSA ORDER UDS 7870.1. Subject: Procedure for Effecting Federal Utilization of Contractor Inventory and the Donation of DOD Surplus Contractor Inventory. 1. Purpose This order prescribes procedures to be followed in the screening for utilization and donation of Department of Defense serviceable and usable contractor inventory reported as excess to the General Services Administration. 2. Background a. Since May, 1960, a test project has been in operation with respect to DOD excess contractor inventory located in California, Nevada, Arizona, and Hawaii to determine the utilization potential of this category of property and the most effective screening arrangements. The test has demonstrated the need for establishment of an interagency screening system within the Federal Government. Consequently, GSA and DOD have agreed that serviceable and usable excess contractor inventory should be reported to GSA regional offices for simultaneous offering to military and civilian Federal agencies. b. A memorandum addressed to the Assistant Secretaries of the Army, Navy, and Air Force was issued by the Assistant Secretary of Defense (Installations and Logistics) on July 19, 1961, to provide fast DOD implementation of that agreement. Copies were furnished to all Regional Directors, Utilization and Disposal Service, by transmittal dated July 27, 1961. The military departments are expected to issue instructions in implementation of the DOD memorandum prior to September 1, 1961. c. As soon as possible, Title 1 of the GSA Regulations and the Armed Services Procurement Regulations will be revised to reflect the new procedures. 3. Applicability The procedures set forth in the attachment to this order apply to personal property utilization activities of the Utilization and Disposal Service in the Central and regional offices. 4. Effective date. This order becomes effective September 1, 1961. JAMES A. GARVEY, Acting Commissioner, Utilization and Disposal Service. Distribution: A, B (UDS and LU only), C (UDS and LU only), F, G (UDS and CSL only), H, (UDS only), I, (UDS only). 1. Reportable contractor inventory ATTACHMENT All serviceable and usable contractor inventory of the Department of Defense will be reported to the GSA except: a. Line items under $300; b. Work in process; c. Special tooling (except for special test equipment which must be reported) dies, jigs, and fixtures; d. Scrap, salvage, waste, perishables, classified materiel, property dangerous to public health and safety; and e. Items which have poetential use only within a single service. 2. Reporting procedure Military contracting offices will forward four (4) copies of all inventory schedules listing reportable contractor inventory (A, B, C, D, E, and continuation sheetsDD Forms 542, 542c, 543, 545, 545c, 832) under cover of a properly filled out and executed Standard Form 120, "Report of Excess Personal Property," in original and three copies to the GSA regional office for the geographic area in which the property is physically located, with the exception of production equipment. Production equipment will be reported to Armed Forces Supply Support Center and, after screening by DOD, to the appropriate GSA regional office. 3. Screening procedures. A total of five (5) phases are established for the offering and screening of reportable contractor inventory, four (4) of them are concerned with the property while it is in excess status and one (1) with the property after it has reached the surplus status. These phases and the actions to be taken by GSA regional offices are described in the subparagraphs which follow: a. Owning Service Screening (First Phase). The reporting activity, normally a military procurement office, will screen for utilization with owning military department activities, i.e., Bureaus, Inventory Control Points, Supply Demand Control Points, etc. A period of 30 days, including the mailing date, will be allowed for this screening. Selections of items to be retained or redistributed to owning service activities will be made by the reporting activity. At the end of the 30 day period, or earlier if a determination is made that no property is required or screening is accomplished in a shorter period of time, all items retained will be deleted from the inventory schedule and the adjusted schedule forwarded to the appropriate GSA regional office. Whenever aeronautical and electronics materiel or other specially designated categories are involved, information copies of the schedule will concurrently be forwarded to screening activities in other military departments by the reporting activity. GSA offices will not participate in the first phase. b. Mailing and Catalog Preparation Period (Second Phase). A 15-day period running from the 31st day through the 45th day is provided for mailing time from the owning activities to appropriate GSA regional offices, and for the time involved in preparation and mailing of GSA bulletins and catalogs. Immediately upon receipt of the SF's 120 and Inventory Schedules, the regional offices will send a simple acknowledgement of receipt to the reporting military activity, furnishing GSA control number and the automatic release date (ARD). All items reported to the region will either be circularized or quick released, provided, however, that the quick release procedure shall only be employed with respect to all line items on any single report of excess. When a decision is made to quick release property, the ARD will be revised to a date 10 calendar days from the date of that decision, and the reporting activity will be duly notified. Also, as soon as possible after receipt, a reproducible copy of each SF 120 and the Inventory Schedules will be made available to the appropriate Department of Health, Education, and Welfare regional office for advance information. When an ARD is revised in order to quick release property, the DHEW office should be promptly notified. Regional offices will prepare and issue separate catalogs, or sections of catalogs, and bulletins for contractor inventory items. These must clearly identify the property as contractor inventory on the property listing sheets. The Inventory Schedules will not identify property by FSC groups or classes, so it will not be feasible to segment catalogs or bulletins as is done with respect to other excess property. As knowledge increases as to the nature of excess contractor inventory, and the methods used in describing such property, greater uniformity in cataloging will be sought. Expiration dates for catalogs and bulletins shall not exceed 30 days. Distribution will simultaneously be made to DOD and civil agency offices, principally those within the geographic boundaries of the issuing regional office. The Utilization Division, Central Office, shall be supplied with 3 copies of each bulletin and catalog. c. DOD Priority Period (Third Phase). The 46th through the 60th day shall be reserved exclusively for selection by DOD activities. Requests for property submitted by DOD activities to the GSA regional office shall be honored on a "first come, first served" basis during this period. Requests from military screening activities which have previously been furnished information copies of Inventory Schedules by the military reporting activities will also be submitted to the GSA regional office which has document control. d. General Federal Selection Period (Fourth Phase). From the 61st through the 75th day, the GSA regional office will treat orders or freeze requests from Defense and Federal civil activities on an equal basis. The 75th day is designated as the automatic release date (ARD) and the end of utilization screening by Federal agencies. The ARD shall not be extended. Property not required for Federal utilization purposes is surplus and is eligible for donation. GSA regional offices shall insure that the holding activity is advised of all DOD or Federal civil agency requirements not later than the AŘD. e. Donation Screening (Fifth Phase). During a 15 day period running from the 76th through the 90th day, the DHEW will submit its formal applications for donation to the appropriate GSA regional office. Upon expiration of the 90 days provided for utilization and donation screening, and unless a GSA approved transfer order or specific instruction has been received, or the item has been selected for donation and an appropriate donation application initiated, the reporting activity will proceed with surplus sale or other disposal action. The 90 calendar day period will be computed from the mailing date established by the reporting activity. Whenever the 90th day is a holiday, or a Saturday or Sunday, the period will end on the preceding workday. 4. Screening of production equipment a. General. Military contracting officers will report excess production equipment to the Armed Forces Supply Support Center for 30 days Defense utilization screening in accordance with DOD Instruction 4160.9 and the Armed Services Procurement Regulation 8-505. This type of property will be reported to AFSSC regardless of the $3,000 limitation. The reporting activity will establish the ARD as 90 days including mailing date to allow for processing, circularization and utilization screening by Defense and Federal civilian agencies. The ARD will not be extended. The provisions of ASPR 8-505.2 will be amended to provide for the Federal utilization screening of such property by GSA for a 45-day period following DOD screening. b. GSA Screening. Upon completion of DOD screening, AFSSC will forward to the apropriate GSA regional office annotated copies of reports of available excess production equipment. Production equipment screened by AFSSC and reported to GSA shall not be circularized to DOD activities. c. Donation Screening. After the property becomes surplus on the ARD, & 15-day period is provided for DHEW application (Form 136) for educational, public health, or civil defense purposes. Upon expiration of the donation period, that portion of the production equipment for which no GSA instructions have been received for utilization transfer or donation, will be disposed of by the owning agency by sale or by other means. 5. Reimbursement Transfers of excess contractor inventory, including production equipment, shall be without reimbursement in accordance with Government-wide policy established by Title 1 of GSA Regulations (and by 4160.9 within DOD). All direct costs incident to transfer, including packing, crating, preparation for shipment, loading and transportation, but not including overhead or administrative costs, will be borne by the transferee agency or donee. Where such costs are incurred by the holding agency, it shall be reimbursed by the transferee agency upon appropriate billing, unless waived by the holding agency. 6. Inspection of property Owning service representatives as designated on the SF 120 will facilitate the physical inspection of Inventory Schedule property by prospective transferees or donees at the contractor's plant. Inspection shall be confined to property specifically reported as excess to the needs of the contractor as termination inventory and will be conducted in such a manner to avoid interruption of the contractor's operations. The DHEW will generally obtain information about donable contractor inventory from the appropriate GSA regional office. However, DHEW and its authorized State representatives may obtain availability information concerning non-reportable excess inventory directly from cognizant military contracting offices. 7. Packing contracts Some contractor plants may not have facilities nor the desire to handle the packing, crating, and preparation for shipment of property approved for transfer or donation. Therefore, it is suggested that each regional Personal Property Division arrange with the regional TPUS to establish GSA packing contracts in areas which generate large quantities of contractor inventory as has been done in Region 9. 8. Reporting requirements Beginning September 1, 1961, GSA Form 1242, Excess Personal Property Utilization Activities, shall be used to record all excess personal property contractor inventory transactions handled by GSA. Excess contractor inventory reported to GSA and excess contractor inventory screened by GSA but not reported shall be shown on applicable lines of the above form. Acquisition cost will be the book value shown on the Inventory Schedules. The above excess contractor inventory data will be reported to the Central Office on the monthly GSA Form 1242 report. In addition, a separate GSA Form 1242 containing only contractor inventory data on lines 2, 4, 7, 9, 16, 17, 18, and 22 will be attached to the region's monthly GSA Form 1242. Instructions will be issued shortly to provide for EAM recording of the important data relative to contractor inventory as an integral part of the EAM activity in the personal property utilization program. APPENDIX 5: SECTION 203 OF THE FEDERAL PROPERTY AND ADMINISTRATIVE SERVICES ACT OF 1949 SEC. 203. (j) (1) Under such regulations as he may prescribe, the Administrator is authorized in his discretion to donate without cost (except for costs of care and handling) for use in any State for purposes of education, public health, or civil defense, or for research for any such purpose, any equipment, materials, books, or other supplies (including those capitalized in a working capital or similar fund) under the control of any executive agency which shall have been determined to |