FAQs and Contact Info

Q:  How do I find and order Federal Surplus Property for my agency?

A:  Property Exclusive for Eligible Recipients

  • A limited inventory of property is stored in the State and Federal Surplus warehouse, located at 729 Kakoi Street, Honolulu, HI 96819. View property online, then contact the Surplus Property Office at [email protected] or via phone at 831-6757 to place your order.
  • PPMS is a web based program that allows eligible users to screen for military and civilian federal surplus property on‐line.  Individual access and passwords are required.  To request access, email the following information the Surplus Property Office at [email protected].

First Name
Last Name
Agency
Email
Phone Number

With an individual code, you can create your own want list in GSAXcess and receive email notifications when your desired item is available.

Item search or “screening” is easy. Users may search by item, category, location and many other criteria. This allows the user the greatest flexibility in finding needed items.

Once you’ve located an item you want:

Obtain the “Item Control Number” (active link, 2nd column of search page).
Send an e‐mail requesting the item to [email protected] with your contact information and the item control number.

Please make note of the location. If allocated, you will be responsible to pick up the material.

The Surplus staff will submit the request to GSA, which determines allocations, then will inform you of your request status.  If the material is allocated to your agency, it must be picked up within 14 days.

 

Q:  Why do donees have to pay for property if this is a donation program?

A:  The Federal Government donates the property, and GSA allocates it to the State Agencies for Surplus Property (SASP). We require donees to pay a Service and Handling charge (S&H) for each item to cover the SASP’s operating expenses that are not appropriated in the State budget, such as salaries, equipment, facilities, and the transportation of the property.

 

Q:  What does surplus property cost? 

A:  A Service & Handling charge payable to the Surplus Property Office is administered for the transfer of all surplus property. This service charge funds the Surplus Property Program in Hawaii.
Fees are determined/vary based on a percentage of the property acquisition cost, type, condition and quantity of the items.  All federal program restrictions apply to this property.

 

Q:  What are the restrictions on property received? 

A:  Generally, property must be put into use and used for one year. During this period, the property may not be sold, traded, cannibalized, or destroyed without Surplus Property Office permission. Depending on the property and whether it is federal or state surplus, there are other restrictions. Please discuss such situations with the surplus staff.

 

Q:  Is my agency eligible to participate in the Surplus Property Program?

A:  Customers eligible to participate in the surplus property program include state and local governments, eligible nonprofit organizations providing health, educational, or homeless services, and some small businesses working with the Small Business Administration.  For specific eligibility requirements, please contact the surplus personnel or complete the application online.  Property is available to the general public through internet auctions.

 

Q:  What types of property can my agency obtain from the Surplus Property Office?

A:  Any property the state and federal government designates as surplus property is available. Common types of property include office furniture, computer equipment, motor vehicles and heavy equipment. Surplus Property will also assist with locating and acquiring non-traditional surplus property items. Requested property must meet agency mission requirements.

 

Q:  How long does it take to establish my agency's eligibility?

A:  If you don't know if your organization is already enrolled, please contact us at 808-831-6757, it only takes a few minutes to check. If the organization is not enrolled, it depends entirely on the accuracy and completeness of the application and supporting documentation. The organization must be available for a site visit.

 

Q:  What opportunities are available to the general public? 

A:  Public Access to Property:

 

Q:  How can I get property for my personal/private use? 

A:  All property received through the surplus program must be used by the qualified agency. You may acquire property for your personal/private use only through public internet auctions.

Public Access to Property:

 

Q:  If I am the successful bidder for an auction, can someone else remove the property on my behalf after payment is received?

A: Yes. In order to have someone else remove the property you have purchased from an auction, you must provide a Letter of Authorization. The letter must state (1) the name of the person you are authorizing to pickup the property, (2) the sale and lot number of the item, and (3) must be signed by you, the purchaser. In addition to the letter of authorization, the person must present a photo id, and a signed Purchaser's Receipt and Authority to Release Property to verify proof of purchase prior to removal; otherwise removal will not be permitted.

 

Q:  Will you pack and ship? 

A:  No. Property is sold as-is, where-is and it is the buyer's responsibility to pack, load and ship all property.

 

Q:  Can I return something I don't want?   

A:  No, all surplus sales are as-is, where-is and are final. Bidders are invited and strongly encouraged to inspect property before they bid. Once property is removed, it cannot be returned.

Q:  How does an agency offer State property to the Surplus Property Office?

A:  The agency shall submit the "2023 Offered Item(s) Descriptions” form via email to [email protected].  Leave blank in any fields not applicable for the offered item. Offerings via telephone call is not acceptable.

Notation:  Any state property with remaining useful life and/or still in working condition must be posted on the Inventory Excess State Property List for at least one month before being offered to the Surplus Property Office.  Please attach a copy of the Inventory Excess State Property List, which shows the state property has been posted for at least one month, with the offering email.

 

Q:  If the Surplus Property Office refuses the offering, what documents must be submitted as part of the disposal application package to the Inventory Management Office?

A:  The agency shall include the following documents, along with its SPO-017A, to the Inventory Management Office:

  • Completed “Offered Item(s) Descriptions” form
  • Complete email correspondence with the Surplus Property Office
  • Copy of the Inventory Excess State Property List indicating the State property has been posted for at least one month (if applicable)

Notation:  This correspondence does not replace the requirements of Surplus Property Office information on the Disposal Application as stated on Chapter 8 of the Inventory System User Manual.

 

Q:  If the Surplus Property Office accepts the offering, what documents must be submitted to the Surplus Property Office

A:  The agency shall submit the following to the Surplus Property Office:

  • Completed and approved Disposal Application
  • Certificate of Disposal (Form SPO-034)
  • Copy of the Inventory Excess State Property List, which shows the State property has been posted for at least one month (if applicable)

 

Q:  What happens with these submitted documents?

A:  Surplus Property Office will sign and date next to each accepted item on the Disposal Application as a receipt for the disposed State property(s).

Upon signing, Surplus Property Office will retain a copy of the documentation and return the original documents to the offering agency for further processing.

Notation: Depending on the agency’s departmental internal policy, the Surplus Property Office may or may not sign the Certificate of Disposal as the disinterested participant/witness.

 

Q:  If the Surplus Property Office accepts the offering, what documents must be submitted as a part of the Disposal Application package to the Inventory Management Office?

A:  The agency shall include the following documents, along with its SPO-017A, to the Inventory Management Office:

  • All of the completed, approved and processed documents mentioned above
  • Email correspondence with the Surplus Property Office
  • Copy of the Inventory Excess State Property List, indicating the State property has been posted for at least one month (if applicable)

Notation:  This correspondence does not replace the requirements of Surplus Property Office information on the Disposal Application as stated on Chapter 8 of the Inventory System User Manual.

 

Q:  What State properties are not accepted by the Surplus Property Office?

A:  Surplus Property Office will not accept the following State properties:

  • Land and Interest in Land
  • Weapons (handguns, rifles, and other explosive devices)
  • Works of Art and Historical Treasures
  • Land Improvements
  • Buildings and Building Improvements
  • Infrastructure
  • Electronic equipment 10 years or older: Monitors, Computers, Printers, and Scanners
  • Any four-legged base chairs, due to safety concerns
  • All press wood furniture
  • Furniture that needs to be dismantled for transportation
  • Computer Software

In lieu of emailing the Surplus Property Office, agencies may print and attach OR copy and paste this Q&A section, circling the applicable bullet(s), with their Disposal Applications when requesting a disposal approval for the items mentioned above.

The required Surplus Property Office information, as stated on Chapter 8 of the Inventory System User Manual, may be replaced with the notation: “See attached Surplus Q&A for the unacceptable state properties”.

Notation:  For audit purposes, the name and signature of the disposing agency’s personnel who reviewed this part of Q&A and declared that all items on the Disposal Application are the unacceptable items mentioned above, shall also be included on the Surplus Property Office information.

 

Q:  The Surplus Property Office accepted our agency’s State vehicle.  What is next in the process?

A:  Please follow the steps below to turn in your agency’s State vehicle:

  • Make an appointment to deliver the vehicle to 729 Kakoi Street, Honolulu, HI 96819
  • Have your agency’s authorized staff sign as the transferor/seller on the following sections on the Certificate of Title:
    • Notice of Transfer (Top) – Sign and fill out address
    • Section A - Assignment of Title by Seller (bottom) – Sign, Printed Name and Title

Notation:  Please do not write anything on the Name and Address of New Owner section.

  • Remove all official State property, i.e., State seal, decal, and license plate from the vehicle. Then, submit the completed Certificate of Title as instructed above along with the vehicle’s registration.

 

Q:  Our agency’s State property(s) is broken, not in a working condition and/or damaged, but the property(s) is not on the unacceptable State propertieslist as mentioned above.  Is the agency still required to offer the State property(s) to the Surplus Property Office?

A:  Yes, the agency is still required to offer the State property(s) to the Surplus Property Office.  The Surplus Property Office will evaluate and analyze the condition of the State property and make the final decision whether or not to accept the property.

 

Q:  Will the Surplus Property Office sign any “after the fact” disposal documents?

A:  No.  The Surplus Property Office will not sign any “after the fact” disposal documents.

 

Q:  Our agency’s State property(s) is not reported to the State Fixed Asset Inventory System (FAIS).  How does the agency offer the State property(s) to the Surplus Property Branch?

A:  This depends on whether the property(s) is considered a reportable State property pursuant to Chapter 5 of the Inventory System User Manual.  Please email us to discuss the matter.

 

Q:  What will happen to the accepted State excess property(s)?

A:  The State excess property(s) will be displayed in the State Surplus Property Office warehouse to be potentially acquired by any eligible organizations, such as: government agencies, non-profit education and public health organizations, homeless providers, drug rehabilitation centers, elderly care providers, and Small Business Administration (SBA) 8(a) contractor firms, for a service and handling fee.

 

Q:  Why does the Surplus Property Office assess a service and handling fee for the eligible organizations?

A:  The Surplus Property Office is self-supporting and does not receive any general or federal funds. Service and handling fees are assessed to cover personnel and operational costs.

 

Q:  What happens to the Surplus excess property(s) that is not acquired by any eligible organizations?

A:  Surplus excess property(s) will be posted on the SPO Surplus Public Auctions website.  All proceeds go towards funding and supporting the Surplus Property Program in Hawaii.

For more information about the Surplus Property Office, contact:

Surplus Property Management Office

Email: [email protected]

Phone: (808) 831-6757