GSA Personal Property Disposal Process for Federal Electronics
These guidelines are included in this paper sp all types of organizations can examine and adapt the processes to their organization.
The guidelines and requirements outlined in this overview apply to federal civilian agencies and their facilities. Military agencies follow a similar disposition process, but are required to follow the guidelines and requirements of the Defense Logistics Agency (DLA).
Federal personal property disposal is regulated under the Federal Management Regulation (FMR), Subchapter B - Personal Property 41 Code of Federal Regulations (CFR) 102. Disposition of federal electronic assets is specifically addressed in GSA FMR Bulletin B-34, Disposal of Federal Electronic Assets.
Federal agencies and facilities should also be aware of, and adhere to, relevant federal, state and local laws related to electronics reuse, recycling, and disposal.
DEFINITIONS
DISPOSITION PROCESS FOR USED ELECTRONICS
The GSA recommends following the reuse process for all federal electronic equipment with condition codes 1 (new), 4 (usable), and 7 (repairable). The GSA recommends following the recycling process for all electronic equipment declared for abandonment and destruction, generally equipment with condition codes X (salvage) and S (scrap). The GSA recommends avoiding disposal of federal electronic equipment and components in landfills or incinerators. These steps are described in further detail below.
1. Reuse Internally
Internal reuse is the first option for disposition of used federal electronics. Some federal agencies and facilities have processes in place to track, redistribute and reuse used electronics within a facility or agency. Look for opportunities to give your electronics a second (or third or fourth) life within your facility or agency.
2. Declared Excess and Reported to GSA
If your used electronics can not be reused inside your agency, they are considered excess personal property. Generally, excess property must be reported to GSA for possible transfer to and utilization by other federal agencies or authorized recipients.
GSAXcess® is a web-enabled platform that provides authorized users a means of electronically recording, tracking and controlling their worldwide inventory of federal excess and surplus property. Report excess electronics through GSAXcess®. Other options for reporting excess equipment, and exceptions to reporting requirements, are detailed in GSA’s Personal Property Disposal Guide.
3. Donation through Computers for Learning
The Computers for Learning (CFL) program allows transfer of excess federal computer equipment to schools and educational nonprofit organizations, giving special consideration to those with the greatest need. The CFL program implements Executive Order (E.O.) 12999, Educational Technology: Ensuring Opportunity for All Children in the Next Century. E.O. 12999 directs federal agencies to give “highest preference to schools and nonprofit organizations in the transfer of educationally useful federal equipment.”
4. Transfer to Eligible Federal Entities
Excess electronics entered into GSAXcess® that are not transferred under the CFL program are offered to eligible federal entities for reuse. Federal agencies, to the maximum extent practicable, must fill requirements for personal property by using existing agency property or by obtaining excess property from other federal agencies in lieu of new procurements.
5. Declared Surplus
If your used electronics are not transferred under the CFL program and cannot be reused by another federal entity, they are considered surplus personal property. Generally, surplus personal property is offered through the State Agencies for Surplus Property (SASPs) for further distribution. If excess electronics entered into GSAXcess® are not transferred to eligible CFL recipients or federal entities, they are declared surplus.
Direct transfers: In lieu of reporting excess personal property to GSA, used electronics may be directly transferred to eligible CFL recipients or eligible federal entities. Certain restrictions and reporting requirements apply to direct transfers. See GSA’s Personal Property Disposal Guide for more information.
6. Donation to States or Nonprofit Organizations
Surplus electronics may be donated to state and local governments and eligible nonprofit organizations through the SASPs. The SASPs determine eligibility for participation in the donation program and assist eligible donees in locating, screening, and acquiring needed equipment. Surplus electronics in GSAXcess® are offered to state and local governments and eligible nonprofit organizations through the SASPs. Other options for donating surplus equipment are detailed in GSA’s Personal Property Disposal Guide.
IMPORTANT NOTE: Be sure to notify recipients of their disposition options when their donated electronics become obsolete. Provide CFL recipients and other donees with the FEC resource, Fact Sheet for Recipients of Donated Federal Electronic Equipment, available at: http://www2.epa.gov/fec/fact-sheet-recipients-donated-federal-electronic-equipment-722012
GSA FMR Bulletin B-34 provides language that should be included in any documentation transferring ownership or custody of electronic equipment, and in any listing or advertisement of electronic equipment planned for disposal under any reuse option. This language is included in the fact sheet referenced above.
7. Public Sales
Surplus electronics that are not donated may be offered to the public for sale. Property sales give individuals and businesses an opportunity to buy items the federal government no longer needs. GSA Auctions® is a web-enabled auction site that allows all registered participants to bid electronically on surplus personal property. Offer surplus electronics through GSA Auctions®. Other options for selling surplus equipment are detailed in GSA’s Personal Property Disposal Guide.
IMPORTANT NOTE: Electronics sold to the public, including electronics sold to electronics recyclers, may not necessarily be disposed of in an environmentally sound manner. Executive Order (E.O.) 13514, Federal Leadership in Environmental, Energy, and Economic Performance, requires all federal agencies to use environmentally sound practices with respect to disposition of agency electronic equipment.
Under GSA FMR Bulletin B-34, federal organizations are strongly encouraged to only sell equipment in condition code 7 (repairable) if any needed repairs minimally impact equipment performance or repairs can reasonably be performed by a non-technical buyer. If your organization decides that electronic equipment in condition code 7 may be sold (rather than abandoned or destroyed), such equipment should be sold only as individual assets or as individual workstations to facilitate bidder inspection in the interest of encouraging continued use of the equipment after the sale.
8. Abandonment/Destruction
Abandonment or destruction of property is generally considered only when reuse, transfer, donation, or sale has been found to be impractical or not cost effective. Obsolete and broken electronics may also be labeled for abandonment/destruction prior to going through the GSA disposition process. This equipment is usually in condition code X (salvage) or S (scrap). Used electronics that have been labeled for abandonment/destruction should be recycled, following environmentally sound practices.
Exchange/Sales: When replacing personal property with similar items, the value of the old items may be used to reduce the cost of the replacement item either by exchange (trade-in) or sale. Certain restrictions and reporting requirements apply to exchange/sales. See GSA’s Personal Property Disposal Guide for more information.
Donating to UNICOR: In lieu of abandonment/destruction, federal entities may donate used electronics to a public body without GSA approval. This allows federal agencies to donate their used electronics to UNICOR for reuse and recycling. See GSA’s Personal Property Disposal Guide for more information.
IMPORTANT NOTE: GSA FMR Bulletin B-34 indicates that federal organizations should not dispose of electronic equipment in landfill or incinerators.
MANUFACTURER TAKE-BACK SERVICES FOR ELECTRONICS DISPOSITION
In following this GSA disposition process, federal agencies and facilities may use manufacturer take-back services for electronics disposition through one of two methods:
IMPORTANT NOTE: Electronics taken-back by a manufacturer may not necessarily be reused, refurbished, recycled, or disposed of in an environmentally sound manner. Federal agencies and facilities must exercise due diligence when returning used electronics to manufacturers.
Under GSA FMR Bulletin B-34, federal organizations are strongly encouraged to only return electronic equipment to a manufacturer or vendor under a take-back program that uses third-party certified (e.g., R2 or e-Stewards certified) recyclers and/or refurbishers.
Certain restrictions and reporting requirements apply to exchange/sales and abandonment/destruction declarations. See GSA’s Personal Property Disposal Guide for more information.
REPORTING
Under GSA FMR Bulletin B-27, Annual Executive Agency Reports on Excess and Exchange/Sale Personal Property, federal agencies must submit an annual report of personal property furnished to non-Federal recipients (Non-Federal Recipients Report). The reporting tool captures disposal information regarding property provided or conveyed to a wide range of non-Federal entities, including, but not limited to, schools, state and local governments, contractors, grantees, donees, vendors (under either the exchange/sale provisions or under vendor take-back provisions), sales recipients, certified recyclers and refurbishers, landfills, incinerators, and trash disposal companies.
Data on the disposition of federal electronic assets is also necessary for reporting through the Agency Strategic Sustainability Performance Plan (SSPP); the Office of Management and Budget (OMB) Energy/Sustainability Scorecard; and the Federal FEC Annual Reporting Form.