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The Defense Reutilization and Marketing Service (DRMS) is a branch of
the Defense Logistic Agency (DLA) and responsible for worldwide disposal solutions
for property owned by the Department of Defense. DRMS carries out its mission via the Defense
Reutilization and Marketing Offices (DRMO's) at or near major military bases worldwide and employs in excess
of 3000 people. The primary mission of DRMS is to extend the value of items purchased by DoD entities and no longer
needed in other military programs or federal agencies, donate property to State Agencies for Surplus Property via
GSA's Donation Program, or lastly, recover proceeds from items via sale to the general public.
Defense Reutilization and Marketing Service (DRMS) is the top-level organization
tasked with carrying out disposal solutions for the Department of Defense. The Defense
and Reutilization Marketing Offices (DRMO's) are the individual field offices around the world under DRMS which
expedite these disposal tasks at the customer level.
Federal Excess Personal Property generated by the Department of Defense is first made available for reutilization within DoD entities/programs first, then to federal civilian agencies saving hundreds of millions of dollars of additional federal expenditures. As items are entered onto the inventory at specific DRMO's, they enter the "accumulation", a time period prior to the official federal screening cycle that will last 7 days. For the most part, federal and donation screeners are allowed to view items in the DoD cycle on-line as long as they are entered on record. The federal and donation screeners may view property prior to the end of the DoD screening cycle in person but are not allowed to screen the property until it reaches GSAxcess.
On the 15th day, both DoD and federal screeners are allowed screen and 'freeze' items within this period on equal screening authority, unless DoD has a Priority 3 level freeze. The screening period for Federal and Donation agencies starts when GSA receives the agency’s report of excess personal property. The screening period is normally 21 calendar days, the last five (5) days of which Donation screeners may be allocated property they have requested during the 21 day screening cycle. However, GSA may extend or shorten the screening period in coordination with the holding agency.
Beginning on day 30, the remaining items enter "Donation Screening" and are available for screening and transfer to State Agencies for Surplus Property. Federal agencies can still tag and screen items in the donation cycle as long as it doesn't interfere with property reserved as part of the states' screening efforts. Items remaining after DoD, federal, and state screening are completed are processed for sale to the general public via GSA Auctions.
Please note that special circumstances or needs, such as a backlog or emergency disaster request, may substantiate variations from the above as noted in DoD 4160, Chapter 5.
DRMS has an elaborate website located at http://www.drms.dla.mil or http://www.drms.com which allows searching of DRMS property worldwide. All items
located at DRMO's are reflected in the searchable database available via the DRMS website. Any parties interested
in screening or acquiring items from DRMS are encouraged to utilize information contained on the website to its
fullest extent. The site also includes other information relating to DoD excess property including condition codes,
photos, DEMIL codes, Fact Sheet, RCP information, and sale information for the general public. All DRMO and RCP property will be listed on GSAxcess when it becomes available for Federal agency and Donation screening.
".....a. Timeframes
(1) Once the property is tagged, either physically, as a result of electronic screening, or by receipt of a GSAxcess generated transfer order, the customer has 14 (calendar) days, or until the end of the Final Removal Period (see below), whichever is first, to submit a requisition. If the customer does not submit a requisition within the prescribed time, the request will expire and the property will be awarded to the next screener who requested the property. If no other requests were submitted for the property, it will continue on through the disposal process.
(2) Once the customer submits a requisition: The customer has 14 (calendar) days, or until the end of the Final
Removal Period, whichever is first, to remove the property [appropriate circumstances may warrant granting additional
time]............"
At this time, civilian agencies under authority of General Services Administration cannot freeze items on the DRMS network. For agencies screening excess property at DRMO's, the following should be completed:
Screening cycles define access to DRMS property by DoD, federal, and state screeners, as well as guide release
of items after screening onto public sale. Federal screeners can only screen items at DRMO's during the 21 day cycle
as long as the item is on record (at most DRMO's) and within the federal or state donation periods.
To screen items at a DRMO, consider the following steps to make your visit as beneficial and efficient as possible:
Completing paperwork and coordinating pickup
After you have been provided a copy items still available, you should go to GSAxcess and place a 'freeze' or hold on those items. Once GSA has allocated the property, if you are awarded the property, GSAxcess automatically generates SF122 transfer order and emails it to the screener. The screener should then get the SF 122 processed as required by your agency. After your sponsoring agency approves the transfer, a copy will be sent to the GSA approving authority responsible for the geographical area in which the DRMO is located. After GSA approval is complete, you will receive a copy of the approved SF 122. You coordinate pickup and trucking with the DRMO for the approved item(s). When planning pickup of items, you must contact the DRMO ahead of time to set up a pickup date and time. You will also have received an "Letter of Authorization to Remove Property" from the DRMO. Some DRMOs fill these forms out, listing the property to be picked up, some do not. Include scheduled date of pickup along with your phone number in case conflicts should arise. When picking up at the DRMO, be sure to check items and quantities loaded against the SF122 transfer order to ensure accuracy. Also, try to expedite your paperwork and pickup of property within the shortest timeframe possible.
A few tips that may help your screening and acquisitions are:
Yes....the DRMS website lists all DRMO's worldwide including phone and fax numbers. The listing can be accessed
by clicking here.
With the exception of items received from the Recycling
Control Point (RCP) Program, transportation of items screened at a DRMO are the sole responsibility of the
transferee. Transferring agencies must make prior arrangements for pickup of property from a DRMO along with all
packing and crating efforts required. DRMO personnel will usually load crates, pallets, machines, etc. via forklift
onto a vehicle, but will not "pack" trucks or crate up items. Physical loading of the trucks or
individual handling of the items must be arranged by the agency receiving the property. If you arrange for a commercial
carrier to pick up items for your agency, be sure to communicate well regarding the trucking and loading arrangements
to the RTD Specialist at the DRMO. Keep in mind most commercial trucking companies will also not physically handle
and pack items into trucks other than what can be managed with a forklift or pallet jack.
For questions or inquiries regarding DRMS or DRMO operations, there are several avenues of help:
Dod Form 1348 - Issue Release/Receipt Document for military property located at Defense Reutilization and Marketing
Offices (DRMO's). This document is used within DoD/DRMS to facilitate the reporting of property from the DoD generator
to the DRMO as well as provide information facilitating its transfer onto excess and donation customers. Each item
at a DRMO has a Form 1348 affixed to it containing information necessary to freeze and transfer property. For items
received from the Recycling Control Point (RCP) Program,
a Form 1348 serves as the packing slip for items when received. The most relevant parts of the Form 1348 to the
excess customer are the NSN, DTID, description, condition code, warehouse location, unit cost, and extended cost.
DoD Form 103 - Screeners Tally Request to Freeze/Hold Excess/Surplus Property is used at the DRMO's to screen
property. Items requested and tagged should be recorded (legibly and neatly) on the Form 103 and turned into the
DRMO Office. All the information to be entered is recorded off the Form 1348's affixed to each item in the warehouse
locations. Relevant information to be recorded includes NSN, unit, quantity, DTID, site, storage location,
DEMIL codes, condition codes, unit price, extended total, and noun description. Information recorded on the
Form 103 is used to prepare SF122 Transfer Order for Excess Personal Property. At the top of the form, screeners
should fill in their name, agency name, date, and phone number.
The transferring agency receiving the property receives title for the item(s) as soon as it is issued from the
DRMO and is responsible for its use and accountability. Consult your agency approving official for information
on title passage and accountability issues specific to your organization.
A Defense Turn-In Document (DTID) number is the "disposal serial number" attached to each piece of DRMS property. This number is 14 digits long (sometimes suffixed with a letter) and is the central reference number used for every transaction regarding a given item. The format of the DTID consists of the following components:
The DTID is designed so there are no two DTID's duplicated within a given decade. The GSA Report Number
serves the same purpose for federal civilian agency property reported to GSA on Form SF120 as the DTID serves the
military.
The National Stock Number (NSN) is simply the catalog number used for specific items. NSN's are used by both
DoD and federal civilian agencies in all aspects of property management whether it be procurement, asset management,
or disposal. The first four digits of the NSN are the "Federal Stock Class" or FSC. FSC's are simply
broad categories of commodities; a listing of FSC's can be found from the USA
Electronic Toolkit on this website. The first two digits of a NSN or FSC are known as the "Federal Stock
Groups" or FSG's. These are even broader 2 digit commodity group designations. The last 9 digits of the NSN
are known at the "National Item Identification Number" or NIIN's. These can be very useful when searching
via batch queries on the DRMS advanced search form.
Condition codes are simply a numeric or alpha-numeric assignment that reflects physical condition of federal excess property. A listing of condition codes and their descriptions can be found by clicking here.
DEMIL (Demilitarization) Codes are used by DRMS only and indicate the degree of "demilitarization"
(cutting, mutilation, destruction, etc.) required on military items before they can be reutilized or transferred.
Most items transferred by federal excess transferring agencies are DEMIL A and require no demilitarization action.
A listing of DEMIL codes can be found by clicking here.
This is an alpha-numeric designation and tells the DRMO personnel where items are located. Since DRMO's may have thousands of items at one location, it's very important the warehouse location be listed legibly on the Form 103 and subsequent SF122 transfer order. Warehouse locations are identified in the following format:
Sample: A040718C1
First letter - general building or area the item is located in. Usually A, B, or C is used for indoor locations;
examples of outdoor locations could be P, Q, N, or Y
Next two numbers - Bay or section of building or outdoor location
Next two numbers - Pallet rack row the item(s) are contained in
Next two numbers - Section of pallet rack that contains the item(s)
Next letter - rack level containing the item(s) with A being floor, B - second level, C - third level, etc.
Last number - number indicating section of pallet containing item
Thus, location A040718C1 would indicate the item is in building A, 4th bay or section, 7th row, 18th pallet
spot, C level (third pallet rack), section 1 on the pallet. Likewise, location P041834A1 would indicate a
(probable) outdoor area, section 4, row 18, pallet section 34, first level (A), section 1 of pallet area.
The Recycling Control Point (RCP) program was initiated approximately 1995 by the Defense Logistics Agency (DLA) in an effort to replace expensive "moving of property" with the "moving of information". In the past, excess property generated at various DLA depots throughout the nation was transported to the nearest DRMO (usually at the same depot) for standard disposal processing. The bulk of property processed at "depot DRMO's" in the past has been excess items from the depot itself. Normally, excess depot stock transported to the DRMO was loaded, unloaded, processed, and expedited for excess, donation, and sales actions. Under the RCP program, the overall concept leaves property physically in place in the original warehouse locations and make their excess/surplus status available via the Internet. The actual RCP database is located on the DRMS home page (http://www.drms.dla.mil). Items can be searched by FSG, FSC, NSN, or noun description. The format of the RCP search form is identical to that of the standard search form for DRMS property.
RCP property cannot be physically viewed at any time during its disposal process. There are no visitors permitted in the depot locations. Information concerning their description and availability is limited to the DRMS home page and GSA's FEDS system. Most items have extended descriptions available via hypertext links within the search results. The program is coordinated through the RCP Program Office located within DRMS Headquarters, Battle Creek, Michigan. The RCP office is the primary contact for all concerns of RCP property throughout the nation. All RCP ordering, questions, and contact takes place via the RCP office regardless of the physical location of the property. RCP "Liaisons" are also available at each location for customer assistance regarding items via email or telephone. Their names, phone numbers, email addresses, etc. are listed on the RCP home page.
For federal transfers, Standard Form 122 should be completed for the item(s) and faxed to the RCP program office. DLA/DRMS pays for all shipping of RCP property to federal transfer customers. There is no shipping charge for any items requisitioned by a federal customer via Form SF122 . All 22 continental DLA depots are now issuing property via the RCP program :
RCP MCCLELLAN CA.
RCP SAN DIEGO CA.
RCP JACKSONVILLE FL.
RCP OKLAHOMA CITY OK.
RCP MECHANICSBURG PA.
RCP NEW CUMBERLAND PA.
RCP SAN ANTONIO TX.
RCP HILL UT.
RCP COLUMBUS OH
RCP TRACY CA.
RCP PUGET SOUND WA.
RCP ANNISTON AL.
RCP CORPUS CHRISTI TX.
RCP SHARPE CA.
RCP TOBYHANNA PA.
RCP RICHMOND VA.
RCP BARSTOW CA.
RCP ALBANY GA.
RCP WARNER ROBINS GA.
RCP CHERRY POINT NC.
RCP NORFOLK VA.
RCP TEXARKANA TX.
At this time, freight is prepaid by DRMS for property shipped to federal transfer customers participating in
the Recycling Control Point (RCP) Program.
RCP HQ has added a new shipment tracking feature to their website and can be accessed by clicking here.
For RCP Discrepancies, federal customers are encouraged to perform one or both of the following actions:
Federal participants in the Recycling Control Point program are encouraged to complete the RCP Report Card as
often as possible regarding discrepancies. Information received via the Report Card site is reviewed by RCP HQ,
GSA, USA-FEPP, and NASASP administrators.
A few tips that may help your screening and acquisitions are: