HomeMy WebLinkAbout 1962-79 Civil Defense Surplus Property Program CIVIL DEFENSE SURPLUS PROPERTY
PROGRAM
INFORMATION
EXECUTIVE DEPARTMENT
DIVISION OF DEFENSE AND DISASTER RELIEF
AUSTIN, TEXAS
1962
CIVIL DEFENSE SURPLUS PROPERTY PROGRAM
GENERAL INFORMATION
The Surplus Property Program is
conducted under regulations developed by
the General Services Administration, the
U. S. Department of Health, Education, and
Welfare, and the Office of Civil Defense,
on the federal level, and by the Division
of Defense and Disaster Relief and the
Texas Surplus Property Agency, on the state
level.
The Division of Defense and Disaster
Relief furnishes information to local
civil defense organizations, and must
approve all applications. The property
itself is acquired and distributed by the
Texas Surplus Property Agency.
PURPOSE OF THE PROGRAM
Purpose of the program is to increase •
the capability of local governmints to
cope with disaster caused by enemy attack;
to supplement existing equipment of local
governments so that they can better
function in such an emergency.
HOW TO ESTABLISH ELIGIBILITY
A city or county civil defense
organization establishes eligibility by:
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'� � t , DEFENSE CIVIL PREPAREDNESS AGENCY - -r- • <, fi
q `� E .'�` REGION FIVE . k;�. • `.,.' L_.�. }.
I "I[ VI II FEDERAL REGIONAL CENTER
e "- 4r,
DENTON, TEXAS 76201 :d�N;2 ' LI }
'. s•ArtSJy P
AUG 1 3 1976 C _. - -
MEMORANDUM FOR STATE CIVIL PREPAREDNESS DIRECTORS, REGION FIVE 40,1 F ``°
SUBJECT: Surplus and Excess Property Lis s I / c p // "2!>
j ( ''4'N - / 746 "tetik-2- 4,44/. , -
In accordance with discussion during the State Director's /0`Q 76
meeting held Tuesday, August 3, 1976 and our TTY DCPAR5 -271
dated August 11, 1976, we are enclosing a copy of the revised t —______'
U &N List for Surplus Property Appendix G, CPG 1 -3 and a copy
of he Uontributions Project Loan Program Authorized Groups and
Classes, Appendix_ H, CPG 1 -3. These new lists are effective
October 1, 1976.`
You are reminded that items requested under Appendix H must
have an original Federal acquisition cost of $300.00 or more.
' / 74i5k cX•I.,,p0.0.wl. ....
Kyle Thompson
Regional Director
Enclosures
ARKANSAS
LOUISIANA
NEW MEXICO
OKLAHOMA
TEXAS
/ Ot 1 i
I F . " .-- ) , ...._24
APPENDIX G
SURPLUS FEDERAL PERSONAL PROPERTY
USABLE AND NECESSARY FOR CIVIL DEFENSE
(U&N LIST)
This appendix includes an alphabetical and nuimPrical listing
of groups of property which have been determined by the '_ rector, Defense
Civil Preparedness Agency, to be usable and necessary for civil defense
purposes, and therfore donable without prior DCPA approval.
DCPA has used the Federal Supply Classification system to indicate
by groups and classes, whether items have been determined usable and
necessary for civil defense purposes and may be donated Without prior -
approval of DCPA. This does not necessarily mean that any or all items
in such classes are now or will be available through the State agencies
for surplus property.
Designation of a class of property as "U&N" does not mean that all
items in that class should be donated to all civil defense organizations,
even if available. Donees must still certify that property requested is
required for civil defense purposes.
Items having an original single item acquisition cost of $100,000
or more, and all vessels measuring 50 feet or more in lenght have not
been determined "U&N". They are unlisted and may be donated only upon
prior written approval of the DCPA Regional Director on DCPA Form 376.
The attached listing is effective October 1, 1976.
UNDEr.v000 ��t !��� , r BOARD MEMBERS
RE -
C TOR 1/ 4% ED RIEDEL. CHAIRMAN
‘:*/ "It : JESS M IRWIN. JR.. VICE C.A.R•.A•
yg` yF T : I BILL B{TNER
Qj
•._ GARLAND P. FERGUSON
• DR. WILLIAM HAMM
GRADY HOGUE
TEXAS SURPLUS PROPER AGENCY C A. P.08ERSON, C P.A
DR. THOMAS SPENCER
ADMINISTRATIVE OFFICE
P.Q. BOX 8120 WAINWRIGHT STATION
SAN ANTONIO, TEXAS 78208
2103 ACKERMAN ROAD - TELEPHONE 661 -2381
July 13, 1977
TO: Civil Defense Director
SUBJECT: Eligibility for Federal Surplus Property Utilization Program.
Public Lai 94 -519 amending the Federal Property and Administrative Services Act of
19 extends the eligibility for participation in the donation program to Public
Agencies. Cities and Counties which have previously participated in this program
through their Civil Defense Units must establish eligibility as a Public Agency so
they may continue to participate in and receive property through the expanded
program after October 17, 1977.
It is hoped that the excellent and friendly relationships established through the
years by our mutual interest in your governments' acquiring property for Civil
Defense and public use can and will be continued under the new law.
We are mailing you the application forms and Assurance of Compliance to be com-
peted and returned by the governmental unit /units you represent. Your assist-
ance is requested to see that they are completed, signed by the executive head
of your government, and returned to the above address.
Please place check marks in the appropriate blanks.
The documentary evidence called for on the application .in paragraph 5 is NOT
required for incorporated cities or counties to establish their eligibility as
a Public Agency.
The ASSURANCE OF COMPLIANCE form must be completed, dated and returned with the
application. If you have any questions, please call us here at the Administrative
Office or your District Office.
Si . rely
P Underwood
ecutive Director ,1
ASSURANCE OF COMPLIANCE WITH GSA REGULATIONS UNDER
TITLE VI OF THE CIVIL RIGHTS ACT OF 1964, SECTION
606 OF TITLE VI OF THE FEDERAL PROPERTY & ADMINI-
STRATIVE SERVICES ACT OF 1949, AS AMENDED, AND
SECTION 504 OF THE REHABILITATION ACT OF 1973, AS
AMENDED.
, hereinafter called the "donee ", hereby
(Name of donee)
agrees that the program for or in connection with which any property is donated
to the donee will be conducted in compliance with, and the donee will comply
with and will require any other person (any legal entity) who through contractual
or other arrangements with the donee is authorized to provide services or benefits
under said program to comply with, all requirements imposed by or pursuant to the
regulations of the General Services Administration (41 CFR 101 -6.2) issued under
the provisions of Title VI of the Civil Rights Act of 1964, Section 606 of Title
VI of the Federal Property and Administrative Services Act of 1949, as amended,
and Section 504 of the Rehabilitation Act of 1973, as amended to the end that no
person in the United States shall on the ground of race, color, national origin,
or sex, or that no otherwise qualified handicapped person shall solely by reason
of the handicap, be excluded from participation in, be denied the benefits of, or
be subjected to discrimination under any program or activity for which the donee
received Federal assistance from the General Services Administration; and Hereby
Gives Assurance That it will immediately take any measures necessary to effectuate
this agreement.
The donee further agrees that this agreement shall be subject in all respects to
the provisions of said regulations; that this agreement shall obligate the donee
for the period during -hick it retains ownership or possession of any such pro -
perty; that the United States shall have the right to seek judicial enforcement
of this agreement; and, this agreement shall be binding upon any successor in
interest of the donee and the word "donee" as used herein includes any such suc-
cessor in interest.
Dated:
Donee
By:
(President /Chairman of the Board or
comparable authorized official)
Donee railing address
.. . .. ... ............. . ... ..... .
DEFINITIONS
,blic Agency: means any State; political subdivision thereof, including any unit of local
government or economic development district; or any department, agency, instrumentality thereof,
including instrumentalities created by compact or other agreement between States or political
s,buivisions, multijurisdictional substate districts established by or pursuant to State law,
or any Indian tribe, band, group, pueblo, or community located on a State reservation.
•
Nonprofit Institution; means an educational or public health institution or organization, no
-. part of the net earnings of whicil inures or may lawfully inure to the benefit of any private share -
holder or individual, and which has been held to be tam- exempt ender the provisions of Section 501
of the Internal Revenue Code of 1954.
Local Government: means a government, or administration of a locality, within a State or a
possession of tfie United Statea.
•
School: (except schools for the mentally retarded and schools for the physically handicapped)
mans a public or nonprofit epprovee or accredited organizational entity devoted primarily to ap-
proved academic, vocational, or professional study and instruction, which operates primarily for
educational purposes on a full -- time basis for a minimum school year and employs a full -time staff
Of instructors.
College: means an approved - or accredited public or nonprofit institution of higher learning offer-
inng organized study courses and credits leading to the baccalaureate or higher degrees.
t nivzrsit • meeans a public or nonprofit a
...._ �. ...- �...�'• p approved-or accredited institution for instruction and
�..uay in the higher branches of learning and empowered to confer degrees in special departments or
colleges.
School.-.for the mentally retarded= mans a facility or institution operated primarily to provide
5nnciaiized instruction ao students of limited *rental capacity. It must be public or nonprofit
and rust operate on a full -time basis for the equivalent of a minimum school year prescribed for
public school instruction of the mentally retarded, have a staff of qualified instructors, and
demonstrate that the facility meets the health and safety standards of the State cr local govern -
mental body.
•
School for the h sically handicapped: means a school organized primarily to provide specialized
iinnt;I Elon to s went:; whose pal handicaps necessitate individual or group instruction. The
school rust be public or nonprofit and operate on a full-time basis for the equivalent of a minimum
- :choolyear prescribed for public school instruction for the physically handicapped, with a staff
of qualified instructors, and demonstrate that the facility meets the health and safety standards
of the State or local governmental body.
Educational Radio: means a r 'io station licenses by the Federal Communications Commission. and
opz.rated exc usivoly for noncommercial educational purposes and which is public -or nonprofit and
tax_ - exempt under Section 501 of the internal Revenue Code - of 1954.
ducaLional Television: means a television station licensed by the Federal Communications Commiss-
ion operated exclusively for noncommercial educational purposes and which is public or non-
_. __profit and tax - exempt under Section 501 of the Internal Revenue Code of 1954.
I-ibr-ary: means a public or nonprofit facility providing library services free to all residents of
a community, district, State cr regicn.
Museum: means a public or nonprofit facility which -is attended by the public free or at a nominal
barge and which provides mueeun services including the preservation and exhibition of artistic,
cultural, historical, or scientific objects.
Child Care Center: means a public or nonprofit facility where day care services such as educational,
social, iTt and nutritional cervices are provided to ohildren through age 14 and which is approv-
ed or licensed by the State or other appropriate authority.
iopital: means an approved or eccrodited public or nonprofit institution providing public health
services primarily for inpatient medical or surgical care of the sick and injured and includes re-
lated facilities such as laboratories, outpatient departments, training facilities, and staff offices.
Health Center: means an approved public or nonprofit facility utilized by a health unit for the
prorisioi of public health services, including related facilities such as diagnostic and laboratory
Ianilities and clinics.
Clinic: means an approved public or nonprofit facility organized and operated for the primary
purpose of providing outpatient public health services and includes customary related services such
as laboratories and treatment rooms.
\ivs„, 1 di
STATE or TEXAS V u
APPLICATION FOR ELIGIBILITY \-' ei 6 \ (
FEDERAL SURPLUS PROPERTY UTILIZATION PROGRAM
Legal Name of Applicants (3 R P\ 2 p 5 Ca yU ,,..4
( \r' 14
Mailing Address: Zip Code
Location=
County
1. Application is made: a. as a Public Agency
b. as a Nonprofit Educational or Public Health Institution (attach
oopy of Tax - exempt determination under Section 501 of the Internal Revenue Code of 1954).
2. Applicant is a: (See definitions)
a • ___,,._,_State Agency g. School for the 1. Child Care Center
b• c- Local Government'? Physically Handicapped a. Hospital
c. School h. Educational Radio Station n. Health Center
d. College i. Educational TV Station o. Clinic
e.. University J. Library p. Other (Specify):
f. School for the k. Museum
h ntally Retarded
3. Source of funds: a. Taxes or Public Funds b. Grants and /or Contributions
o. Other (Describe)
4 Applicant is: a. Accredited b. Approved O. Licensed
(Attac ooumentary evidence suistantiating ApprovaTor Licensing.)
ri v 5. en not obvious from institution's name, attach a narrative to provide:
a. If a Public Agency, details of public program functions, activities, and /or facilities.
b. If Nonprofit Eduoational, details to include grades taught, enrollment, length of
school day, weeks, and year; number and qualifications of full -time and part -time staff,
and facilities operated or ?rograms conducted.
o. If Nonprofit Public Health, details of services offered, number of beds where applicable,
number of resident physioans, number of registered nurses, other professional staff, and
facilities operated, or programs conducted.
Date Signed
Title
Attachments: (As Required)
1. Assurance of Compliance with Nondiscrimination
2. Authorization of participants
3. Narrative program description (if required)
4. IRS determination (if nonprofit under Section 501 of IRS Code)
5.-----Evidence of approval, accreditation or licensing (if required)
D E T E R M I N A T I O N
TFor`TiP? use)
1. Applicant is eligible as as Public Agency
Nonprofit Educational Institution
Nonprofit Public health Institution
2. Applicant is not eligible Comment:
Date
EXECUTIVE DIRECTOR
•
c _
•
TELEPHONE 675 -6291 1 8011 WAL4-15ViLLE R
TEXAS SURPLUS PROPERTY AGENCY
HOUSTON DISTRICT OFFICE
HOUSTON, TEXAS 77029
MONTHLY BULLETIN
August 12, 1977
New application for eligibility forms for continued participation in the
surplus property program after Oct. 17th, 1977, have been mailed to each
donee. As you notice from these forms, there are many changes in the
program when Public Law 94 -519 is implemented_ There will be two broad
categories of donees. The first cf these are Public Agency donees which
will include incorporated cities, counties,
Government, State agencies, Councils of
public schools, State supported colleges and universities,
county hospitals, public libraries, museums, etc. The other category of
donee will be non - profit institutions and organizations which are tax
exempt under section 501 of the Internal Revenue Code of 1954 and includes
medical institutions, hospitals, clinics, schools, colleges, universities,
child care centers, educational radio or TV stations, museums attended
by the public, and libraries serving free all residents of a community,
district, State or region.
PUBLIC AGENCIES which includes public schools, cities, counties and
various other governmental entities can acquire property to carry out
or promote for the residents of a given political area, one or more
public purposes. Among these purposes are: conservation, economic
development, education, parksand recreation,
public health, and public
safety. Each of these
groups have many public areas in which the pro-
perty can be put to use, for example, the civil def
or county will be included under the category of p�ny� function of a city
'la. -• once , ire ighting, rescue squads an. p ogra n ong e
involved in the prevention, control. and treatment of alcohol a n• agencies
NON - PROFIT EDUCATIONAL AND PUBLIC HEALTH INSTITUTIONS acquiring d abuse.
must use it for educational or g property
for any such purpose.
Public health purposes including research
AUTHORIZATION OF PARTICIPANTS
Attached to this bulletin is the form for designating authorized represen-
tatives to visit the Agency's distribution center and to act for the donee
in acquiring property. None of our
effective under the new y previous authorizations will be
program. This form should be completed, signed
by the administrative head of the institution and returned as soon as
possible and no later than Oct. 16th to our district office to prevent
any delay.
NOTE: Names must be typed and sample signatures shown.
i
8
--rJa Program Terminated;
PM PERTT
New Loan Proposal Considered
With the consolidation of the Defense Civil vide for donation in place of such equipment or
Protection Agency into the Federal Emergency reestablish the excess property program
Management Agency (See Update is this issue), through FEMA, fail to pass.
the excess property program, which loaned
Department of Defense property to local and
State jurisdictions for use in civil preparedness
activities, has been terminated indefinitely.
FEMA IS INDEPENDENT of DoD and, _ _
therefore, will not be eligible to participate in Hobert A. Lansford _ �- a
the DoD property reutilization program, accor - _ `
ding to a FEMA fact sheet. The information cir- _
cular says, however, that some State and local `�
civil preparedness organizations are pressing ate Coordinator - -
for legislation to make an exception for FEMA _
and allow the new agency to continue to ac-
quire the loan DoD property under the DoD
reutilization program
The surplus property program, ad-
ministered through each State's surplus pro-
perty agency will continue to make available on c .t ''.
a grant basis U.S. government surplus property,
which can be acquired by local governments -`
for civil preparedness purposes through the
payment of minimum handling fee. Property ob- Robert A. Lansford, Resources Planning Officer
tained through this program generally is of a with the Governor's Division of Disaster Emergency
lower quality than that available through the Services since September, 1969, was appointed
DoD property reutilization (excess property) Deputy State Coordinator in July. He succeeds Frank
program. T. Cox who was appointed State Coordinator upon
"MUCH OF THE DoD PROPERTY now on the retirement of M. P. Bowden from that position.
loan to State and locai governments had LANSFORD, a native of Carrizo Springs, was
already been subjected to long Federal use," born in Catarina on May 19, 1936. He graduated from
the fact sheet continues, "and in many cases Texas A & 1 University in Kingsville in 1958 with a B.S.
repair parts are no longer available. In other degree. He was a captain in the U.S. Army Signal
cases, State and local governments have made Corps and served in Vietnam.
substantial expenditures in order to repair or Lansford joined the DES staff in November of
rebuild the loaned equipment to make it usable. 1968, serving as the first regional liaison officer for
Returning the items to Federal possession the Corpus Christi area until he was appointed
would be burdensome to the Federal govern- Resources Planning Officer.
ment, as well as to the State and local govern- SUCCEEDING LANSFORD as Resources Plann-
inents. Either a State or local government ing Officer is William L. Seals, 59, who has been a
would be deprived of its substantial investment member of the DES staff since 1976. He served five
in the property, or the cost of returning an months as DES Programs Officer prior to this ap-
unusable item would likely exceed the benefit pointment and has previously worked as an Emergen-
to the Federal government from a return of the cy Resources Management Planner for the division.
property. Seals served with the Texas Adjutant General's
"Accordingly, DCPA (now FEMA) has Department from 1948 - 1975. He was Military Support
developed and submitted a proposed bill to the Plans Operations Officer for the National Guard at
DoD General Counsel for submittal through the time of his retirement.
OMB to the Congress. In it, provision is made CLARENCE L. BORN, 38, was appointed in
for the donation under regulations prescribed August to the position of Plans and Operations Of-
by the Director, FEMA, of the Contributions ficer. He succeeds Larry Skiles who resigned to
Project Loan (Excess Property) program proper- operate a family -owned earthmoving and excavation
ty on loan to State and local governments." contracting firm. Born, who was a Nuclear Civil Pro -
STATE COORDINATOR FRANK T. COX ad- tection Planer with DES prior to his appointment, was
vises local civil preparedness organizations reclassified as the division's Emergency Resources
which have obtained DoD equipment through Planning Officer, effective September 1.
the excess property program to continue to use Born has worked for the Department of Public
the loaned items but to assure that such items Safety since 1968 and for DES since 1970 as a Com-
can be accounted for should legislation to pro- munity Shelter Planner.
FAR(I 7 9 - Z -- ' - --ej dik e%►i;(' PAbiv,a,il,y)--k,c_,
T. T.S.PA.
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1
Lubbock Fort Worth
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Q ; ii `4 , ��1 !
.
San Autoni • . Houston
THE DONATIOI=v�.
IN Texas Surplus Property Agency
Director of Procurement
T E X A Marvin Titzman
8120 Wainwright Station
2103 Ackerman Rd. - (512) 661 -2381
San Antonio, Texas 78208
ROBERT A. DAVIS, JR. y, BOARD MEMBERS
EXECUTIVE DIRECTOR d\� C. A. ROBERSON, CHAIRMAN
WILLIAM H. BORCHERS, VICE CHAIRMAN
r y MARION P. BOWDEN
•
;!: • GARLAND P. FERGUSON
JESS M. IRWIN, JR.
ED RIEDEL
TEXAS SURPLUS PROPERTY AGENCY A. MAX SCHEID
DR. THOMAS M. SPENCER
ADMINISTRATIVE OFFICE CHARLES H. UNDERWOOD, JR.
P.O. BOX 8120 WAINWRIGHT STATION
SAN ANTONIO, TEXAS 78208
2103 ACKERMAN ROAD - TELEPHONE 661 -2381
This document is designed to provide administrative heads,
fiscal agents and their authorized representatives detailed
information plus a ready reference regarding most questions
and answers which arise concerning the Federal Surplus
Personal Property Program administered by this Agency.
INDEX
SECTION TITLE PAGE
HIGH LIGHTS 1
I THE LAW(Personal Property) 2
II THE TEXAS SURPLUS PROPERTY AGENCY 2
III ELIGIBILITY 3
IV HOW SURPLUS IS MADE AVAILABLE FOR DONATION 5
V I ?SPECTION OR "SCREENING" OF DONABLE SURPLUS
VI !,'IIAT IS AVAILABLE - NO CATALOGS 6
9'I VISITS TO AGENCY DISTRIBUTION CENTERS
AND ETLLII' G PRXEDURES 6
VTTI PAID AND EgUITAPLE DISTRIBUTION 8
TX ':C"PLIorr r UTILIZATION RESTRICTIONS
(' 0727Ar TS , AGREEV NTS , CONDITIONS) 8
X ?'?TPSAELE OR EXCESS DONATED SURPLUS 10
VT "SA SAIr:S OP GOVERFM NT SURPLUS 11
TEXAS SURPLUS PROPERTY AGENCY
HIGH LIGHTS
1. The information contained herein applies only to the Donation
Program in the State of Texas.
2. The primary function of the Texas Surplus Property Agency is to
effect the donation of Federal Surplus Personal Property to
eligible Agencies, Institutions and Orgeni7etions in the State
of Texas.
3. The Texas Surplus Property Agency `SELLS NOTHING', it DCNATES
Property.
4. The Texas Surplus Property Agency cannot answer inquiries about
GSA or DOD soles of government surplus.
5. The Agency con deal only vith administrative or fiscal MEALS of
eligible institutions or their authorised representatives.
6. Eligibility to acquire government surplus fti ough the Agency is
specific, limited, end often technical. Eligibility must be
established before surplus property con be acquired.
7. All references to surplus property mean "Federal Government
Surplus Personal Property.'
8. Catalogues or comprehensive lists of what is available in an
Agency Distribution Center are not published. Lonthly Bulletins
ere sent to eligibles.
9. Loneble surplus property • ctn be obtained ONLY from the District
Jistribution Center of the Agency's District in which the eli-
gible institution is locF ted. however, eligible donees may be
euthori ?ed by their district of record to visit any other dis-
tric.t for the purpose of obtaining property.
10. Representatives of eligible institutions must not visit govern -
ment holding or owning agencies in an effort to obtain donEble
surplus unless properly approved by the Agency and GSA.
11. Donated goverment surplus con be converted or cannibalized for
any legitimate use by en eligible donee if euthori.red,by the
Agency.
1`', It is the period of bona -fide use, rather then the period of
mere possession, that determines when a donee may legally dis-
pose of donated government surplus without specific written
euthori -eti on.
13. Surplus property still under restriction excess to the needs of
the donee must be reported to the Texas Surplus Property Agency
for retrensfer or other dispose' euthori- ation.
14. It is not legal to sell, trade, give ev'ey, or otherwise dispose
of or encumber donated surplus until it hes been used for the
purpose for which ecouired fore period of 12 or 18 months, de-
pending on the original cost of the property.
15. Doncble surplus obtained for any purpose other than bonefide
use by the eligible institution ecc!uiring it is obtained by
PRJU J AGAINST THE UNITED STATES GOVERNII vT.
SECTIO1 I - THE LAi- (Personal Property)
1. The basic Federal law controlling the procurement, :Management,
transfer, and disposal of Ell government property is the 'Fed-
eral property and Administrative Services Act of 1949, es
mended,.': Section 203(j) of that ler governs the disposal of
government surplus personal property by donation.
2. ImportEnt provisions of this low:
A. The administration of the Zonation Program et Federal
level is placed under the supervision of the (U.S.)
General Services Administration.
E. All distributions of donable government surplus to
eligible public agencies and nonprofit educational
and public health institutions LUST be made by e
State Agency For Surplus Property.' •
SECTION II - THE' TEAS''SURPLUS PROPERTY AGENCY
1. The Texas Surplus Property Agency is approved by the Texas
Legislature es an independent, self - supporting Agency under the
Governor. The nine -man Board appointed by the Governor deter -
mines the Agencies policies. The sole function of the Texas
Surplus Property Agency is to effect the distribution of Federal
government surplus property to eligible oreni- etions named in
the i ederel lay:
. The Federal Surplus Property program w's established in 1946.
In the beginning only tax- supported public educational institu-
tions were eligible to receive this property. Other public
r;encies, nonprofit, tax - exempt educational institutions, health
institutions, civil defense orgenisetions, schools for the men -
tally retarded and physically hgndicapped, libraries and educa-
tional radio and TV strtions were added later. An example of
the n finitude of this program is that from 1946 through 1977,
the lexrs Surplus Property Agency has received Federal surplus
_property with an original acruisition cost in excess of 500
:pillion dollars for distribution to eligible donees within the
State of 'Texas.
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3. The Agency receives no appropriations from the Texas Legisla-
ture but is wholly dependent upon its "handling charge fee"
assessed to sustain its operations, which includes: locating,
inspecting, and listing property, administrative processing,
trucking, operating distribution centers, maintaining records,
and checking upon the utilization of donated property. The
handling charge fee is kept absolutely as low as cost account-
ing analysis will allow.
4. The Texas Surplus Property Agency is organized into four (4)
separate districts, located as follows:
A. SAN ANTONIO DISTRICT
P.O. Box 8120 Wainwright Station
San ° Antonio, Texas 78208
2103 Ackerman Road Tela:(512) 661 -4267
B. FORT WORTH DISTRICT
" P.O. Box 6866 Seminary Hill Station
Fort Worth, Texas 76115
Federal GSA Center Felix Street Tele:(817) 926 -2261
C. HOUSTON DISTRICT
8611 Wallisville Road
Houston, Texas 7
Tele: (713) ,675 -6291
'1. WF,ST TEXAS DISTRICT
P.O. Box 2786
714 - 34th Street
Lubbock, Te: 79403e Tele:(806) 747 -9441
°T 0770_'. III - I:L1u1BILITv
1. Eligibility to secure government surplus personal property by
donation is specific, sometimes technical, and is limited.
There are two (2) broad or major categories of eligible donees.
Those are:
L. PUPLIC AGE'_'TCIES: This category includes public schools,
cities, counties and various other governmental entities.
Public Agencies can acquire property to carry out or pro-
mote for the residents of a given political area one or
more public purposes. Public purposes include but are not
limited to programs such as conservation, economic devel-
opment, education, parks and recreation, public health,
and public safety. For example, the civil defense function
of a city or county will be included under the use category
of public safety. The same use category would equally
apply to law enforcement, fire fighting and prevention,
rescue squads, and programs and agencies involved in the
prevention - -- control - -- treatment of alcohol and drug abuse.
3
B. NONPROFIT INSTITUTIONS: This o tegory is defined as an
educational or public. health institution or organisation,
no part of the net earnings of which inures or may law-
fully inure to the benefit of any private shareholder or
individual, and which has been held to be tax exempt
under the provisions of Section 501 of the Internal Rev-
enue Code of 1954. Nonprofit educational and public
health institutions acquiring property must use it for
educational or public health purposes including research
for any such purpos3.
". The following listing is a quick reference for determining
categories:
A. PUBLIC AGENCIES
Cities - Towns(Incorporated) State Supported Colleges
Counties State Supported Universities
State Agencies County hospitals
Councils of Government Public Libraries
'Public Schools Public Luseums
etc.
B. 1TC PRO IT EDUCATION & PUBLIC HEALTH ACTIVITIES
iiedical Institutions Schools- .ilentelly Retarded
hospitals Schools -- Physically Eendicapped
Clinics Child Care Centers
health Centers Educational Radio & TV'
Schools Museums
Colleges - Libraries
Universi t_.os etc.
3. These orgeni7ations must be tax supported or furnish proof of
(rederel ,tax exempt status under the provisions of Section
501 (c)(3)' of the Internel Code of 1954.
4. To establish elegibility, applicants are reouired to:
A. Complete the application for eligibility form.
L. Provide DLCUIiENTARY EVIDENCE CF:
(1) Status es e public agency or es e nonprofit education
or public health institution or orgeni,ation.
(2) Approved, accredited or licensed programs.
(3) Assurance of compliance with Title VI of the Civil
Rights Act of 1964, and section 504 of the Rehebili-
tetion Act of 1973, as Emended.
(4)
leans and methods of funding.
(5) When not obvious, details concerning program activities
to include specific public programs or specific non-
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profit educrtion or medical facilities opereted,
their functions, locations, purposes, etc.
(6) Scope of program and specific types of property
needed.
5. Each donee's eligibility will be reviewed, updated end revel-
, ideted every three (3) yeers.
SECTION IV - HOW SURPLUS IS LADE AVAILABLE FOR DONATION
11 Property no longer needed by the owning or controlling agency
is termed "excess "; various central Feder2l screening Egencies
metre "excess" available for transfer to other Federal Agencies.
?. ''Excess" thet cannot be transferred is declared ''surplus" by
the General Services Administration is offered for donation to
the various State Agencies for Surplus Property. This offer-
ing is made in proportion to population and on the basis of
need and utilization for distribution to eligible public
agencies end nonprofit educational and public health
institutions.
3. The Procurement and Distribution Division of the Texas Surplus
Property Agency attempts to make e fair and eouiteble distri-
bution of the available surplus to its district we rehouses.
4. The District Director et each Texts Surplus Property Agency
Distribution Center allocates the property to eligibles with-
in his district on the bc'sis of need end proposed utili72tion.
iO
OTHER PERSON or Agency, State or Federal, except the
Agency's District Directors can pledge or allocate donable
surplus government property to eligible,donees in Texas.
5. Donable surplus applied for by the Agency is freouently with -
drown at the lest moment for "further Federal utili2 ation";
in conseouence, the Agency is never certain it will ecouire
the property until it is loaded on en Agency truck and off
the government reservation.
SECTION V - INSPECTION OR "SCREEINING" OF DCNABLE SURPLUS
1. Only properly ''accredited'' end identified representatives ere
permitted by Federal regulations to inspect or screen surplus
property for donation while such property is in the possess-
ion of e Federal owning agency. Professional screeners of
the Texas Surplus Property Agency visit all large Federal in-
stEllations within Texas on a regularly scheduled basis for
the sole purpose of selecting and listing property for donation.
Additional listings of property located in other states or
regions are also screened for desire2ble items.
5
2. A GSA Form 2946, Screeners Identification Card, is rnende-
tory for entrance into e Federal property disposes facility.
Representatives of eligible institutions must not visit
U.S. Government holding or owning agencies in en effort to
obtain doneble surplus unless properly approved by this
Agency and velideted by GSA. This Agency will recommend
to the General Services Administration the certification
of cuelified donee screeners es ere needed in eccordence
with regul eti ons; however, written e ppli c eti on to the Agency
must be made for this privilege.
3. Selection end listing by donee screeners is not e guarantee
that the property will be allocated to the requesters. The
Texas Surplus Property Agency will make the finel decision
regarding surplus property distribution within the State
of Texas.
SECTION VI - WHAT IS AVAILABLE - NO CATALOGS
1. The Texas Surplus Property Agency has found it imprecticeble
or impossible to mail out complete lists of the warehouse
inventory or e catalog of what is available; the variety of
items is too large end the daily turn over too greet.
2. Lech of the Agen'cy's District Offices puts out 2 monthly
bulletin to ell eligibles in the District; this bulletin
usually includes e. list of items in "long supply. This
partial list rarely includes more than e dozen or more of
the hundreds of binds of items on hand.
SECTION VII - VISITING TO AGE NC DISTRIBUTION CENTERS
AND BILLIITG PROCEDURES
1. The '`successful donee " - one who anticipates his needs, visits
the distribution center on a regular basis comprehends or
learns the procedures, end has a practical re-
gardir_g other uses for property - will save his agency or in-
stitution's budget, and thus his tree taxpayers, many thou-
sands of tax dollars over an extended period of time. This
is s fact which has been repetitively proven many times.
2. Those donees that have definitely established eligibility
are encouraged to visit the Agency warehouse in their dis-
trict for these purposes:
A. Conference with the District Director es to their
General needs.
D. Better understanding of procedures peculiar to that
particular district's operation.
C. Appreciation of the greet variety of items that ere,
have been, or racy be,eveileble.
3. Agency warehouses ere open from 8 :00 a.m. until 5 :00
i:ondey thru 2riday except on State holidays. P. m.
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4. Visitors should plan their visits so as to complete their
business and be out of the warehouse by or before 4:45 p.m.
5. Procedures as to length of time set -aside items ere held in
a warehouse, frequency of visits permitted to the warehouse,
limits as to the quantity of any one item elloceted, end
other minor procedures vary with the different District
Warehouses.
6'. It is most desirable that the initial visit, in particular,
be made by the administrative or fiscal head of the eligible
institution rather than by some other authorized re
i y resente -. p
tive. Once the administrative or fiscal head hes a thorough
understanding, of the Donation Program, he is encouraged to
authorize other institutional representatives to visit the
warehouse.
7. The administrative or fiscal head of an eligible organization
may delegate (in writing) to another responsible employee of
the organization the authority to elect doneble surplus at
'en Agency warehouse, and is urged to do so.
8. It is recommended that administrative or fiscal heads of
eligible organizations or their authorized representatives
not be accompanied to the warehouse by patrons, board
members, or other persons who may be interested, in but not
employed by these organizations.
9. At the time of screening or when items are picked up, en
authorized representative of the institution (who must be en
ernplcyee of the institution) may browse through the ware-
house and select e reasonable auentity of each of the hundreds
of kinds of items not considered critical and that hove there-
fore not been set aside. These items, for which it is im-
practical to record reouests or to set aside 2nd hold, include
F great miscellany of handtools, herdware,, end supplies of 211
sorts. These 'noncritical" items far exceed, in kinds end
total dollar - value, the "critical." items for which reouests
pre recorded and which pre set aside or "reserved.''
10. The eligible's authorized representative who selects and
picks up surplus property will be given one copy of e ser-
ially numbered "invoice which must be signed by him in ac-
knowledgment of receipt of the property. This invoice is the
official transfer instrument or document of ecouisition end
has printed thereon the CERTIFICATIONS, COVENANTS, Airy AGREE -
FLINTS which must be subscribed to by the donee.
11, There will'follow by mail to the head of the organization at
the end of each month another copy of the invoices) plus e
billing stetement cross referenced to etch invoice(s) for
which payment is due. It is desirable that a check to cover
the full amount of the stetement be mailed without delay to the
Administretive Office of the Agency.
7
12. ,Partial peyments are totally unacceptable. The Agency cen-
not accept payment of its fees in any fora except e check
'drai.n on funds of the eligible institution unless accompanied
by a satisfactory explanation es to 'why.
SECTION VIII - FAIR AND EQUITABLE DISTRIBUTION
The Texas Surplus Property Agency is responsible for the fair and
equitable distribution of surplus personal property in the State
of Texas. The relative needs end resources of public agencies
and other eligible institutions end their ability to utili7e the
pr will be the determining factors in deciding the recip-
ient of major or critical items of property when such items are
desired by multiple recipients.
1. Relative feeds: In considering requests of potential recipi-
ents, the criteria for determining the relative need will be:
A. Size and type of programs conducted
L., Contemplated use and frequency of use
C. Economic condition of eree served by donee
D. Criticality or urgency of need
L. Geographical location(urban, surban or rural)
2. Relative Resources: In considering requests of potential re-
cipients, the criteria for determining relative resources
will be:
A. Funding source end a vailability(grants, donations, taxes
etc.)
E. Equipment availability •
3. libility to Utilize: In considering requests of potential
recipients, the criteria for evaluating ability to utili7e
property will be:
A. Availability of funds to repair and maintain property
in use
L. Length of time of contemplated usage
C. Contemplated time period to place in use
SECTION IX - COP:PLIANCL & UTILIZATIOIi RESTRICTIONS
(COVENANTS, AGREEIEN ^1S, COYDITIOTvS)
1. The State and Federal conditions regarding any property ob-
trined through this Agency are easily understood but seriously
adhered to under the These certifications, covenants,
and agreements constitute a legal contract between the donee
•
org<:ni;ation end the Federal and State Governments.
Sunpari, ed briefly they pre:
3
A. items donated must be pl e c 1 a.ato use within one (±)
yeer efter, donation and be used for one (1) year efter
being placed into use.
B. An additional period of utilisation restriction is
placed on the following for the total period of time
specified:
(1) Eighteen (18) months for items with an original gov-
ernment acouisition cost of (3,000.00 or more.
(2) Eighteen (18) months for passenger motor vehicles
regardless of acouisition cost,
(3) Sixty (60) months for fi : >.2 d and rotary wing aircraft
and vessels 50 feet or more in length. ,
C. Easicelly, the donee agrees that:
(1) The property is needed and gill be used only for
the purpose(s) for which 2c tired and for no other
purposes).
(2) Funds are available to pay ali costs end charges
incident to donation.,
(3) Items will not be disposed of during the period of
restriction.
(4) The property accuired is on en "as is'', 'where is
basis withou warranty of any kind.
(5) Reports will be made as reouired, to this Agency on
the use condition, and location of the property.
2. During the restriction period, computed from the date use be-
gins, the property cannot be leased, traded, sold, bailed,
• permanently ''loaned'' or otherwise encumbered or disposed of
without a'uthoriscti_on by the Texas Surplus Property Agency.
3. Use of donated items does not have to be confined to the use
for which the item was manufactured, "conversions" and "cen-
nibalirztions" for use ere encouraged. however, unless it
is very obvious from, the nature of the ecuipment donated. or
the Agency's invoice states that an item is donated for can -
nibali:ation or "secondary use," the donee must reouest per -
mission to "convert' or "cenn_ibe1i 7e" in writing AFTER
taking possession of the property.
4. Jonees must report to their District Directors any unusable
donated surplus or usable surplus excess to their needs but
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NOT RETURN such property to the vre rehouse unless instructed
to do so.
5. Donated surplus LUST NOT be transferred from one eligible
donee to rnother without written authori<<tion of the Agency.
6. Indicrtions of Flleged fraud in the eccuisition of property,
uneuthori ^ed disposal of En item still under restriction,
misuse, of property, E nd items not pieced into use for the
purpose for which occuired within, one year, constitute in-
stances of NONCOUPLIANCE end will be promptly investig'ted
end reported to Federal authorities, Any compliance ccses
involving Flleged fraud in the eccuisition, use, or dispo-
sition of property will be promptly reported to the FederEl
Lurecu of Investigation, Each compliance case opened egeinst
donee will be investigated, pursued end prosecuted, if
v'arrEnnted, to its conclusion. Full cooper tion will be given
Federe 1 or Ste to Agencies in the investiu tion of any reported
compliance cases.
SECTION 1 - UNUSABTF OR EXCESS DCNATED SLRPLUS
The committee t'kes the strong position thrt property once do-
nFted should be put to maximum continuous use in order to enhance
the educetionel end public heylth programs of the Nation End thus
render e mexi contribution to the vrelfere of the people.
(Excerpt from House Report' No. 2O6, 84th Congress, in considering
11.R.. 3322(1161) extending the Donation' Program.
1. In eccord<nce with the intent of the Congress expressed above
end in complie nce with the certifice tions, covenants, end
agreements signed in connection with the donation, donees
should report to the Texas Surplus Property Agency any donated
surplus thet is no longer usable or on hand in excess cuan-
tities, unless - of course - the institution has utilized
the property for the recuired restriction period. ,
7. Eligible donees eccuiring surplus in good faith cEn always
secure prompt relief from ' hs rdship" resulting, from inability
to utili_7e donated surplus eccuired through the Texas Surplus
Property Agency. Written suthori7etion to dispose of worn
out or unusable surplus on which the period of use has not ex-
pired can be obtained from or through the District Director,
giving reasons ?nd citing serial number of invoice by which
cccuired. This is subject to decision by the District Director,
3, When property is returned to the agency, c 'Receipt for Pro-
perty Returned cross referenced to the Distribution Document
is issued relieving the transferee of further responsibility
for the property being returned. J decreasing scale of
service the rye refund is used for property returned if it is
10
returned in the same condition as when it wes distributed:
If returned within 30' days: Full refund of service
the rge
Items returned from i -- 3 months,:75% of service charge
Items returned from 3 - 6 Months:50% of service charge
Items returned from 6 - 9 months:25% of service charge
Items returned after 9 months: O% of service charge
SECTION XI - GSA SALES OF GCVERNLENT SURPLUS
1. The Disposal Division of ell Federal government agencies
hold "surplus sales': at irregule r intervals. The property
sold hes been rejected for donation purposes. The Texas
Surplus Property Agency hes no interest in these soles nor
can it give any information about them.
2, This Agency sells nothing, either to eligible institutions
or individuals, end can give no information about the PC-
,
cuisition of surplus from the Government by sale. cUnple-
ceble (undoneble) surplus in the custody of the Agency is
turned over to the General Services Administration (819
Taylor Street, Fort Worth, Texas 76102) for sole. All in-
cuiries regarding these soles should be addressed to them.
3. The net Proceeds of such sales are remitted to the United
States Government.
11