Frequently Asked Questions
Federal Excess Property Screening
- How do I screen DRMS/DRMO property?
Federal Excess Personal Property is available from the Department of Defense (DoD) via their
Defense Reutilization and Marketing Offices (DRMO's). In fact, the US military is the largest single generator of FEPP in the world. With the exception of DLA depots participating in the
Recycling Control Point (RCP) program, DRMO's allow on-site physical screening and tagging of available property at their individual locations. To screen items at a DRMO, consider the following steps to make your visit as beneficial and efficient as possible:
- Contact the DRMO on the telephone before traveling to investigate available screening days and times; some units allow screening only on specific weekdays. The "RTD" (Reutilization\Transfer\Donation) Specialist(s) can help you plan and expedite your visit.
- When screening in person, be sure you understand the storage areas\screening cycles available for screening, tagging information, how to complete Form 103 for items requested, and any other information that may be relevant.
- Be sure to physically tag your items requested with a freeze tag listing name, agency, phone, quantity, and date. Multiple tagging of property is allowed and encouraged, but be sure to communicate back with the RTD specialist regarding this when tagging over another customer.
- Be sure to record the necessary information off the Form 1348 affixed to all property onto the Form 103 including NSN, unit, quantity, DTID, site, location, DEMIL code, condition code, unit price, extended price, and noun description. Information recorded on the Form 103 should be legible and neat.
- When done, present Form 103 back to the RTD specialist for electronic freezing where applicable. Be advised some items may not be available since electronic freezes may have been performed against the items requested.
Completing paperwork and coordinating pickup
After turning in your Form 103, you will be provided a copy from which the transfer order should be prepared. After returning to your home station, the GSA Form SF122 transfer order should be prepared and processed as required by your agency. In addition to the information from the Form 103, you should list supplementary information as needed (such as justification statement or shipping instructions). After your sponsoring agency approves the transfer, a copy should be sent to the GSA approving authority responsible for the geographical area in which the DRMO is located. After GSA approval is complete, you can coordinate pickup and trucking with the DRMO for the approved item(s). When planning pickup of items, notify the DRMO ahead of time with as much information as possible. Include planned 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:
- Lists of DRMO's with phone numbers, addresses, fax numbers, etc. are available from the DRMS home page at www.drms.dla.mil ; they are also available from other USA members and GSA personnel.
- Before traveling to a DRMO, visit the DRMS website or the GSA FEDS screening system and examine items available before consuming valuable travel time. All items at DRMO's are now listed on the DRMS website and the GSA FEDS screening system.
- When screening a DRMO, keep in mind it is a privilege to visit there; respect the personnel and guidelines particular to that location. If you have questions or uncertainty on specific items, ask for help.
- Inspect items screened carefully to ensure condition and description is what you think it is.
- Plan trucking resources carefully. Many long trips have been made to DRMO's only to discover a shortage of truck space or the wrong type truck was sent.
- How do I screen federal civilian agency property?
In addition to FEPP generated by the Department of Defense via DRMS, all federal agencies also generate excess property available for transfer to other federal agencies. Most larger headquarters units maintain full-time excess operations similar to DRMO's while many small federal units may only generate excess property occasionally. The best avenues for learning of property generated via federal civilians agencies are:
- Search for agency property via GSA's FEDS Screening System,
- Notify your local GSA Area Property Officer of your interest in federal agency property in a specified geographical area,
- Network with fellow Users and Screeners and visit the USA Forum
- Build, maintain, and frequently utilize your own database/list of federal agencies from which items have been successfully acquired and follow-up occasionally to investigate new items that may be available.
For additional information on screening federal civilian agency property, examine the " Screening Agency Property" article in our
Spring 1998 newsletter.
- How do I screen items from the Recycling Control Point (RCP) Program?
Step 1: Access the DRMS web site at one of the following addresses:
http://www.drms.dla.mil or http://www.drms.com
Step 2: Click on "Government" link in the middle of page.
Step 3: On the next screen, click on "RCP" button on left menu
Step 4: This brings the user to the RCP main page, click on the "Searchable Database" hyperlink.
Step 5: This next screen is a data search form identical to the one used for standard searches via the RTD home page. Users can search by FSC, FSG, NSN, or noun description. The most productive and efficient searches are usually performed via FSC or FSG. Also, users can add in date and location information to restrict the search results.
Step 6: RCP items - regardless if located on the DRMS RCP database or in GSA's FEDS System - should be electronically frozen in the FEDS database. If possible, include the freeze document number (located at the top of the freeze screen) on the SF122 when preparing for reference.
How to Complete Transfer Order
Preparation of GSA Form SF122 transfer order for RCP property is somewhat different than for normal DRMO processing. Specifically, the following information applies to preparation of RCP transfer orders:
-In box 3 (GSA address), this should always be the GSA office where the property is physically located. Even though the RCP program office in Battle Creek, Michigan is the central control point for RCP property, still the address for the APO or GSA representative for the area where property is physically located should go in box 3.
-In box 5, address inserted here should always be:
RCP Program, DRMS Headquarters
Federal Center, 74 N. Washington
Battle Creek, Michigan 49017
This address should always be inserted into box 5 regardless of the geographical location of the property.
-In box 6, ensure the actual shipping address property should be delivered to is clearly defined. Inserting an office address here -- as most parties do -- may mean large parcels will be delivered to an undesirable room number or location. The actual delivery point ordering parties wish item(s) to be delivered to should be inserted in box 6 or box 8. Note: RCP property can only be shipped to one location per requisitioning activity.
-In box 7, the physical location of the property should be inserted. Example:
RCP San Antonio
San Antonio, Texas
-For item description, use the pertinent information gained from the RCP search results. Note: There are no warehouse locations for RCP property. Descriptive information should include only NSN, DTID, Demil, CC, quantity, cost each, and extended cost.
-Upon completing the SF122, expedite the following steps:
1. Acquire ordering agency approval (as on normal SF122)
2. Acquire GSA approval (as on normal SF122). This should be obtained from APO or office whose address is stated in box 3.
3. Final step - Fax completed SF122 transfer order to RCP main office at 616-961-7287.
Delivery of items usually takes 3 to 4 weeks.
- How do I gain access to the GSA's FEDS electronic screening system?
Access to the GSA FEDS Screening System is available for authorized federal excess screeners. The system requires an account and password for access. Most agency FEPP coordinators and managers have application forms readily available to be completed by persons requesting access. Contact your federal agency property coordinator for more details or visit the
GSA FEDS Info Page.
- Can I track shipping on RCP property?
RCP HQ has added a new shipment tracking feature to their website and can be accessed by clicking
here.
- Are there RCP staff available to help with additional description of property or questions?
Yes...the program is administered by staff at RCP Headquarters at Battle Creek, Michigan. In addition, various property specialists at each RCP depot location have been designated as "RCP Liaisons" and work directly with customer assistance for property at their location. A complete listing of the RCP HQ Staff and Depot Liaisons can be found on the
DRMS RCP website.
- Can I screen DRMO's and/or federal civilian agencies in person?
With the exception of DLA depots participating in the
Recycling Control Point (RCP) program, DRMO's allow on-site physical screening and tagging of available property at their locations. Before traveling to the DRMO you are planning to screen, call to confirm screening days and times if applicable. Federal Civilian Agencies (FCA's) usually allow in-person screening of property where applicable. Again, try and contact the property manager before traveling to the site. Please keep in mind while DRMO's generate FEPP on a continuing basis, many Federal Civilian Agencies are only occasional generators of property with items available for transfer periodically. For the most part, only the larger federal civilian agency locations or a department's national center have full-time excess property operations in place on a year-round basis.
- What's the best search criteria to use when screening electronically?
Although both the DRMS website and GSA's FEDS Screening System allow a variety of criteria to search by, the most common searches are based on the 4 digit Federal Stock Class (FSC - the first four digits of a National Stock Number), noun description, complete National Stock Number, location of property, date entered, or a combination of the above criteria. Experiment on both sites to determine which criteria is most useful for your specific needs.
- FEDS says I need a DoD Activity Address Code to search property one DRMO at a time; where can I get them?
>From the "Search and Freeze" screen within the FEDS Screening System, type DRMO in the field marked "DRMO" in the upper section. The system will return the DoD Address Activity Codes (AAC) for each DRMO worldwide. This 6-digit code can then be used to search the entire listing of items available at any given DRMO. Users can also enter various criteria in the lower section of the Search and Freeze screen (E for excess, date entered, region, etc.) to restrict results. The DRMO AAC listing feature on FEDS will only return approximately 40 DRMO's at a time due to screen limitations. Hit NP (next page) several times for the entire listing. It's a good idea to print off each screen and you can then utilize the hardcopy information in the future without leaving the "Search and Freeze" screen.
- What are Federal Stock Classes and where can I get a listing?
Federal Stock Classes (FSC) are broad general groups of commodities in the federal cataloging system used by Department of Defense and all federal civilian agencies. They consist of 4 digits and comprise the first part of the National Stock Number (NSN) which is the full specific catalog number for each item. TIP - the remaining 9 digits of the NSN are known as the National Item Identification Number (NIIN) and can be useful when submitting batch searches via the
DRMS Advanced Search Form. A listing of Federal Stock Classes is available in Excel format from the
FEPP Electronic Toolkit.
- What are my timeframes for removal of DRMO or federal agency property screened?
>From the new
DoD 4160.21-M DoD Defense Materiel Disposition Manual, Chapter 5, Reutilization/Transfer Screening and Issue, Section C, Part 3, Tagging and Requisitioning:
".....a. Timeframes
(1) Once the property is tagged, either physically, as a result of electronic screening, or by receipt of a GSA Federal Disposal System (FEDS) advance 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 tag will expire and the property will continue 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]............"
For the most part, federal agencies don't subscribe to the same removal timeframes as DRMS shown above. However, pickup of property from federal civilian agencies should be completed as soon as possible after transfer approval.
- Is Multiple Tagging (i.e. tagging over another customer's tag) allowed at DRMO's?
Again, from the new
DoD 4160.21-M DoD Defense Materiel Disposition Manual, Chapter 5, Reutilization/Transfer Screening and Issue, Section C, Part 3, Tagging and Requisitioning:
".......b. Multiple Tagging. DRMO's will accept, and encourage, multiple tagging of property by all RTD customers. If property is tagged, but not subsequently requisitioned and/or removed within the above time frames, DRMO's will notify the next reutilization customer or cognizant GSA regional office for transfer and donation customers........."
- Can a federal transfer customer screen property after it enters the donation cycle?
With the exception of special or expedited screening, Federal Excess Personal Property begins its disposal process entering the "excess" screening cycle. >From day 1 through 42, parties screening for transfer to federal agencies or those eligible to utilize FEPP can screen, freeze, and transfer property. The "donation" cycle begins on day 22 and the remaining items at this time are available for freezing and donation to
State Agencies for Surplus Property. At this time, the status of the property is termed "surplus". Persons screening property on behalf of federal entities can continue to screen on through the donation cycle as long as it does not interfere with freezes and issues of property to the state agencies.
- How do I know whether to screen items physically or electronically?
Electronic screening of items from the Federal Excess Property Program can give property managers and screeners an extra "boost" in keeping acquisitions productive. Until several years ago, physical screening of property was the only avenue available for acquisition. Beginning in the early nineties, efforts by General Services Administration (GSA) and Defense Reutilization and Marketing Service (DRMS) began to facilitate the use of computers to aid in acquisitions of federal excess property. It's important to keep in mind electronic screening could never completely replace physical screening. The more productive property programs focus efforts equally in both areas. Electronic screening should be viewed as an "addition/complement" to FEPP programs rather than a total "substitution" for physical screening. Listed below are some aspects of the two types of screening:
Physical screening:
- Can physically see and examine item(s) in person to determine condition and quality.
- Allows interested parties to make improved decisions regarding acquisition and repair/maintenance cost.
- Limited geographical screening area.
- Requires travel time and expense.
Electronic screening:
- Allows interested parties to cover a larger geographical area (i.e., synonymous with screening a larger selection of property) on reduced expense.
- Allows access to property as soon as it enters the system.
- Federal agency screeners can "freeze" items from their desktop computer (FEDS system only).
- Allows queries on specific types of items (i.e., user can look at the same type item available across the nation).
- Allows user to screen all available items at an agency or DRMO before visiting in person
- Person cannot physically view items initially, but can and should investigate extended information on items of interest at the property location. This may include a physical trip to view the property in person if the item(s) are of significant value or importance. Many times, the necessary information can be gained simply by calling the property holder.
- For items located at a DRMO, screeners may have to take extra steps to ensure item is available and not previously tagged.
