41 C.F.R. PART 109–45—SALE, ABANDONMENT, OR DESTRUCTION OF PERSONAL PROPERTY
Title 41 - Public Contracts and Property Management
Authority: Sec. 205(c), 63 Stat. 390; 40 U.S.C. 486(c), para. 101–45.400–45.405 also issued under sec. 307, 49 Stat. 880; 40 U.S.C. 3041.
Source: 63 FR 19643, Apr. 20, 1998, unless otherwise noted.
GSA, by letter dated May 28, 1965, exempted contractor inventory held by DOE designated contractors from the GSA conducted sales provisions of 41 CFR 101–45. Sales of surplus contractor inventory will be conducted by designated contractors when heads of field organizations determine that it is in the best interest of the Government. OPMOs and appropriate program officials shall perform sufficient oversight over these sales to ensure that personal property requiring special handling or program office certification is sold in accordance with regulatory requirements. The following clause shall be included in all sales invitations for bid:
Personal property purchased from the U.S. Government may or may not be authorized for export/import from/into the country where the personal property is located. If export/import is allowed, the purchaser is solely responsible for obtaining required clearances or approvals. The purchaser also is required to pass on DOE's export control guidance if the property is resold or otherwise disposed. (a) DOE employees and employees of designated contractors shall be given the same opportunity to acquire Government personal property as is given to the general public, provided the employees warrant in writing prior to award that they have not either directly or indirectly: (1) Obtained information not otherwise available to the general public regarding usage, condition, quality, or value of the personal property, or (2) Participated in: (i) The determination to dispose of the personal property; (ii) The preparation of the personal property for sale; and (iii) Determining the method of sale. (b) Excess or otherwise unusable special, fitted clothing and other articles of personal property, acquired for the exclusive use of an individual employee, may be sold to the employee for the best price obtainable when the property is no longer required by the holding organization or the employee is terminated. (a)–(b) [Reserved] (c) Guidelines for signature authorization and control of blank copies of Standard Form 97, United States Government Certificate to Obtain Title to a Vehicle are contained in subpart 109–38.7 of this chapter. (a)(1) [Reserved] (2) The head of each field organization shall designate a responsible person to approve negotiated sales by DOE direct operations. (3) Requests for prior approval of negotiated sales by DOE direct operations shall be submitted with justification to the OPMO for review and forwarding to GSA for approval. (b) [Reserved] (a) Negotiated sales by designated contractors of surplus contractor inventory may be made when the DOE contracting officer determines and documents prior to the sale that the use of this method of sale is justified on the basis of the circumstances enumerated below, provided that the Government's interests are adequately protected. These sales shall be at prices which are fair and reasonable and not less than the proceeds which could reasonably be expected to be obtained if the personal property was offered for competitive sale. Specific conditions justifying negotiated sales include: (1) No acceptable bids have been received as a result of competitive bidding under a suitable advertised sale; (2) Personal property is of such small value that the proceeds to be derived would not warrant the expense of a formal competitive sale; (3) The disposal will be to a state, territory, possession, political subdivision thereof, or tax-supported agency therein, and the estimated fair market value of the personal property and other satisfactory terms of disposal are obtained by negotiation; (4) The specialized nature and limited use potential of the personal property would create negligible bidder interest; (5) Removal of the personal property would result in a significant reduction in value, or the accrual of disproportionate expense in handling; or (6) It can be clearly established that such action is in the best interests of the Government. (b) When determined to be in the best interests of the Government, heads of field organizations may authorize fixed-price sales of surplus contractor inventory by designated contractors provided: (1) The fair market value of the item to be sold does not exceed $15,000; (2) Adequate procedures for publicizing such sales have been established; (3) The sales prices are not less than could reasonably be expected if competitive bid sales methods were employed and the prices have been approved by a reviewing authority designated by the head of the field organization; and (4) The warranty prescribed in §109–45.302–50(a) of this subpart is obtained when sales are made to employees. The reviewing authority may consist of one or more persons designated by the head of the field organization. The procedures established in 48 CFR 14.4 and 48 CFR 914.4 shall be made applicable to the execution, receipt, safeguarding, opening, abstraction, and evaluation of bids and awarding contracts, except that in evaluating bids and awarding contracts, disposal under conditions most advantageous to the Government based on high bids received shall be the determining factor. Files pertaining to surplus property sales shall contain copies of all documents necessary to provide a complete record of the sales transactions and shall include the following as appropriate: (a) A copy of the request/invitation for bids if a written request/ invitation for bids is employed. A list of items or lots sold, indicating acquisition cost, upset price and sales price indicated. (b) A copy of the advertising literature distributed to prospective bidders. (c) A list of prospective bidders solicited. (d) An abstract of bids received. (e) Copies of bids received, including Standard Form 119, Contractor's Statement of Contingent or Other Fees, together with other relevant information. (f) A statement concerning the basis for determination that proceeds constitute a reasonable return for property sold. (g) When appropriate, full and adequate justification for not advertising the sale when the fair market value of property sold in this manner in any one case exceeds $1,000. (h) A justification concerning any award made to other than the high bidder. (i) The approval of the reviewing authority when required. (j) A copy of the notice of award. (k) All related correspondence. (l) In the case of auction or spot bid sales, the following additional information should be included: (1) A summary listing of the advertising used (e.g., newspapers, radio, television, and public postings). (2) The names of the prospective bidders who attended the sale. (3) A copy of any pertinent contract for auctioneering services and related documents. (4) A reference to files containing record of deposits and payments. Hazardous property shall be made available for sale only after the review and certification requirements of §109–43.307–2.50 of this subpart have been met. Export controlled property shall be made available for sale only after the export license requirements of §109–43.307–50 of this subpart have been met. Classified property shall be made available for sale only after the declassification requirements of §109–43.307–51 of this subpart have been met. Nuclear-related or proliferation-sensitive property shall be made available for sale only after the stripping and certification requirements of §109–43.307–52 of this subpart have been met. ADPE shall be made available for sale only after the sanitizing and certification requirements of §109–43.307–53 of this subpart have been met. DOE offices shall submit to the Deputy Assistant Secretary for Procurement and Assistance Management any request for a proposed sale of a patent, process, technique, or invention, regardless of cost; or of surplus personal property with a fair market value of $3,000,000 or more. (a) [Reserved] (b) The head of the field organization shall make the determination required in 41 CFR 101–45.317(b). This authority cannot be redelegated. (a)–(b) [Reserved] (c) The Director, Office of Administrative Services and heads of field organization shall make the compelling reason determination when entering into a contract for the purchase of surplus Government personal property by a debarred or suspended contractor. (d) The Deputy Assistant Secretary for Procurement and Assistance Management shall make the determination for simultaneously debarring and suspending a contractor from the purchase of surplus Federal personal property and the award of sales contracts. (a) [Reserved] (b) The Director, Office of Administrative Services and heads of field organizations shall establish procedures to ensure that listed contractors are not awarded contracts. Personal property in the possession of DOE offices or designated contractors may be abandoned or destroyed provided that a written determination has been made by the OPMO that property has no commercial value or the estimated cost of its continued care and handling would exceed the estimated proceeds from its sale. The head of the field organization shall designate an official to make the findings justifying abandonment or destruction without public notice of personal property. The OPMO shall review and coordinate on the findings. The Director, Office of Administrative Services and heads of field organizations are responsible for establishing a program for the recovery of precious metals. The DPMO shall be the precious metals recovery program monitor. The Director, Office of Administrative Services and heads of field organizations are responsible for the establishment and maintenance of a program for silver recovery from used hypo solution and scrap film. DOE operates its own precious metals pool and therefore does not participate in the DOD Precious Metals Recovery Program. See §109–27.5106 of this chapter for guidance on operation of the DOE precious metals pool. The report of negotiated sales shall be submitted by DOE offices to the DPMO by November 15 of each year for furnishing to GSA. (a) Nuclear-related, proliferation-sensitive, low level contaminated property, and classified personal property shall not be transferred, sold, exchanged, leased, donated, abandoned, or destroyed without approval of the cognizant program office. Disposal of this personal property is subject to the restrictions contained in applicable sections of part 109–42 and §§109–43.307–50, 109–43.307–51, and 109–43.307–52 of this chapter, and applicable sections of 41 CFR part 101–42. (b) Personal property that is considered defective or unsafe must be mutilated prior to shipment for disposal. This subpart sets forth policies and procedures governing the disposal of DOE-owned foreign excess and surplus personal property. The policies and procedures contained in this subpart are issued pursuant to the provisions of 40 USC 471, Federal Property and Administrative Services Act of 1949, as amended. Title IV of the Act entitled “Foreign Excess Property” provides that, except where commitments exist under previous agreements, all excess personal property located in foreign areas shall be disposed of by the owning agency, and directs that the head of the agency conform to the foreign policy of the United States in making such disposals. Disposal of Government-owned personal property in the custody of DOE organizations or its contractors in foreign areas shall be made in an efficient and economical manner, and in conformance with the foreign policy of the United States. As used in this subpart, the following definitions apply: Foreign means outside the United States, Puerto Rico, American Samoa, Guam, the Trust Territory of the Pacific Islands, and the Virgin Islands. Foreign service post means the local diplomatic or consular post in the area where the excess personal property is located. Foreign excess personal property which is not required for transfer within DOE or to other U.S. Government agencies, except for the personal property identified in §109–45.5005–1(a) of this part, shall be considered surplus and may be disposed of by transfer, sale, exchange, or lease, for cash, credit, or other property and upon such other terms and conditions as may be deemed proper. Such personal property may also be donated, abandoned, or destroyed under the conditions specified in §109–45.5105–2(c) of this subpart. Most foreign governments have indicated to the U.S. State Department that they wish to be consulted before U.S. Government property is disposed of in their countries (except in the case of transfers to other U.S. Government agencies). Matters concerning customs duties and taxes, or similar charges, may require prior agreement with the foreign government involved. The State Department shall be contacted in regard to these issues. Whenever advice or approval of the State Department is required by this subpart, it may be obtained either through the foreign service post in the foreign area involved or from the State Department in Washington, DC. If the issue is to be presented to the State Department in Washington, DC, it shall be referred through appropriate administrative channels to the Deputy Assistant Secretary for Procurement and Assistance Management for review, coordination, and handling. (a) Sales of foreign surplus personal property shall be conducted in accordance with the following guidelines: (1) Generally, all sales of foreign surplus personal property shall be conducted under the competitive bid process unless it is advantageous and more practicable to the Government not to do so. When competitive bids are not solicited, reasonable inquiry of prospective purchasers shall be made in order that sales may be made on terms most advantageous to the U.S. Government. (2) In no event shall any personal property be sold in foreign areas without a condition which states that its importation into the United States is forbidden unless the U.S. Secretary of Agriculture (in the case of any agricultural commodity, food, cotton, or woolen goods), or the U.S. Secretary of Commerce (in the case of any other property), has determined that the importation of such property would relieve domestic shortages or otherwise be beneficial to the economy of the United States. (3) Sales documents shall provide that the purchaser must pay any import duties or taxes levied against personal property sold in the country involved and further provide that the amount of this duty or tax shall not be included as a part of the price paid the U.S. Government for the personal property. In the event the levy is placed upon the seller by law, the buyer will be required to pay all such duties or taxes and furnish the seller copies of his receipts prior to the release of the personal property to him. However, if the foreign government involved will not accept payment from the buyer, the seller will collect the duties or taxes and turn the amounts collected over to the foreign government. Accounting for the amounts collected shall be coordinated with the disbursing officer of the nearest United States foreign service post. The property shall not be released to the purchaser until the disposal officer is satisfied that there is no responsibility for payment by the United States (as contrasted to collection by the United States) of taxes, duties, excises, etc. (4) Certain categories of personal property, including small arms and machine guns; artillery and projectiles; ammunition, bombs, torpedoes, rockets and guided missiles; fire control equipment and range finders; tanks and ordnance vehicles; chemical and biological agents, propellants and explosives; vessels of war and special naval equipment; aircraft and all components, parts and accessories for aircraft; military electronic equipment; aerial cameras, military photo-interpretation, stereoscopic plotting and photogrammetry equipment; and all material not enumerated which is included in the United States Munitions List, 22 CFR 121.01, and is subject to disposal restrictions. Advance approval must be obtained from the State Department for the sale of all such articles. Therefore, prior to the sale of any of the articles enumerated in the U.S. Munitions List, the foreign service post in the area shall be consulted. (5) Prior to the sale of personal property which has a total acquisition cost of $250,000 or more, plans for such sale shall be reported to the DPMO with ample time to allow consideration of possible foreign policy issues and advice thereon from the State Department (see section 109–45.5106(a) of this subpart). All proposed sales, regardless of the total acquisition cost of the personal property involved, which the head of the DOE foreign office believes might have a significant economic or political impact in a particular area, shall be discussed with the foreign service post. (b) While there is authority for exchange or lease of foreign surplus personal property, such authority shall be exercised only when such action is clearly in the best interests of the U.S. Government. Disposals by exchange are subject to the same requirements as disposals by sale under §109–45.5105–2(a) of this subpart. (c)(1) Foreign excess or surplus personal property (including salvage and scrap) may be donated, abandoned, or destroyed provided: (i) The property has no commercial value or the estimated cost of its care and handling would exceed the estimated proceeds from its sale; and (ii) A written finding to that effect is made and approved by the Deputy Assistant Secretary for International Energy Policy, Trade and Investment. (2) No personal property shall be abandoned or destroyed if donation is feasible. Donations under these conditions may be made to any agency of the U.S. Government, or to educational, public health, or charitable nonprofit organizations. (3) Foreign excess personal property may also be abandoned or destroyed when such action is required by military necessity, safety, or considerations of health or security. A written statement explaining the basis for disposal by these means and approval by the Deputy Assistant Secretary for International Energy Policy, Trade and Investment is required. (4) Property shall not be abandoned or destroyed in a manner which is detrimental or dangerous to public health and safety, or which will cause infringement on the rights of other persons. (a) Proposed sales of foreign surplus personal property having an acquisition cost of $250,000 or more shall be reported to the DPMO and should include all pertinent data, including the following: (1) The description of personal property to be sold, including: (i) Identification of personal property (description should be in terms understandable to persons not expert in technical nomenclature). Personal property covered by the U.S. Munitions List and regulations pertaining thereto (as published in 22 CFR 121.01) should be clearly identified; (ii) Quantity; (iii) Condition; and (iv) Acquisition cost. (2) The proposed method of sale (e.g., sealed bid, negotiated sale, etc.) (3) Any currency to be received and payment provisions (i.e., U.S. dollars, foreign currency, or credit, including terms of the proposed sale). (4) Any restrictions on use of personal property to be sold (such as resale of property, disposal as scrap, demilitarization, etc.). (5) Any special terms or conditions of sale. (6) The categories of prospective purchasers (e.g., host country, other foreign countries, special qualifications, etc.). (7) How taxes, excises, duties, etc., will be handled. (b) Instructions for reporting foreign excess utilization and disposal transactions are contained in Chapter III of DOE Order 534.1, Accounting.
Title 41: Public Contracts and Property Management
PART 109–45—SALE, ABANDONMENT, OR DESTRUCTION OF PERSONAL PROPERTY
Section Contents
§ 109-45.105 Exclusions and exemptions.
§ 109-45.105-3 Exemptions.
§ 109-45.300-50 Sales by designated contractors.
§ 109-45.301-51 Export/import clause.
§ 109-45.302 Sale to Government employees.
§ 109-45.302-50 Sales to DOE employees and designated contractor employees.
§ 109-45.303 Reporting property for sale.
§ 109-45.303-3 Delivery.
§ 109-45.304 Sales methods and procedures.
§ 109-45.304-2 Negotiated sales and negotiated sales at fixed prices.
§ 109-45.304-2.50 Negotiated sales and negotiated sales at fixed prices by designated contractors.
§ 109-45.304-6 Reviewing authority.
§ 109-45.304-50 Processing bids and awarding of contracts.
§ 109-45.304-51 Documentation.
§ 109-45.309 Special classes of property.
§ 109-45.309-2.50 Hazardous property.
§ 109-45.309-51 Export controlled property.
§ 109-45.309-52 Classified property.
§ 109-45.309-53 Nuclear-related or proliferation sensitive property.
§ 109-45.309-54 Automatic Data Processing Equipment (ADPE).
§ 109-45.310 Antitrust laws.
§ 109-45.317 Noncollusive bids and proposals.
§ 109-45.601 Policy.
§ 109-45.602 Listing debarred or suspended contractors.
§ 109-45.901 Authority to abandon or destroy.
§ 109-45.902 Findings justifying abandonment or destruction.
§ 109-45.902-2 Abandonment or destruction without notice.
§ 109-45.1002 Agency responsibilities.
§ 109-45.1002-3 Precious metals recovery program monitor.
§ 109-45.1003 Recovery of silver from precious metals bearing materials.
§ 109-45.1004 Recovery and use of precious metals through the DOD Precious Metals Recovery Program.
§ 109-45.4702 Negotiated sales reports.
§ 109-45.5005 Disposal.
§ 109-45.5005-1 General.
§ 109-45.5100 Scope of subpart.
§ 109-45.5101 Authority.
§ 109-45.5102 General.
§ 109-45.5103 Definitions.
§ 109-45.5104 Disposal.
§ 109-45.5104-1 General.
§ 109-45.5104-2 Methods of disposal.
§ 109-45.5105 Reports.
Subpart 109–45.1—General
top
§ 109-45.105 Exclusions and exemptions.
top
§ 109-45.105-3 Exemptions.
top
Subpart 109–45.3—Sale of Personal Property
top
§ 109-45.300-50 Sales by designated contractors.
top
§ 109-45.301-51 Export/import clause.
top
§ 109-45.302 Sale to Government employees.
top
§ 109-45.302-50 Sales to DOE employees and designated contractor employees.
top
§ 109-45.303 Reporting property for sale.
top
§ 109-45.303-3 Delivery.
top
§ 109-45.304 Sales methods and procedures.
top
§ 109-45.304-2 Negotiated sales and negotiated sales at fixed prices.
top
§ 109-45.304-2.50 Negotiated sales and negotiated sales at fixed prices by designated contractors.
top
§ 109-45.304-6 Reviewing authority.
top
§ 109-45.304-50 Processing bids and awarding of contracts.
top
§ 109-45.304-51 Documentation.
top
§ 109-45.309 Special classes of property.
top
§ 109-45.309-2.50 Hazardous property.
top
§ 109-45.309-51 Export controlled property.
top
§ 109-45.309-52 Classified property.
top
§ 109-45.309-53 Nuclear-related or proliferation sensitive property.
top
§ 109-45.309-54 Automatic Data Processing Equipment (ADPE).
top
§ 109-45.310 Antitrust laws.
top
§ 109-45.317 Noncollusive bids and proposals.
top
Subpart 109–45.6—Debarred, Suspended, and Ineligible Contractors
top
§ 109-45.601 Policy.
top
§ 109-45.602 Listing debarred or suspended contractors.
top
Subpart 109–45.9—Abandonment or Destruction of Personal Property
top
§ 109-45.901 Authority to abandon or destroy.
top
§ 109-45.902 Findings justifying abandonment or destruction.
top
§ 109-45.902-2 Abandonment or destruction without notice.
top
Subpart 109–45.10—Recovery of Precious Metals
top
§ 109-45.1002 Agency responsibilities.
top
§ 109-45.1002-3 Precious metals recovery program monitor.
top
§ 109-45.1003 Recovery of silver from precious metals bearing materials.
top
§ 109-45.1004 Recovery and use of precious metals through the DOD Precious Metals Recovery Program.
top
Subpart 109–45.47—Reports
top
§ 109-45.4702 Negotiated sales reports.
top
Subpart 109–45.50—Excess and Surplus Radioactively and Chemically Contaminated Personal Property
top
§ 109-45.5005 Disposal.
top
§ 109-45.5005-1 General.
top
Subpart 109–45.51—Disposal of Excess and Surplus Personal Property in Foreign Areas
top
§ 109-45.5100 Scope of subpart.
top
§ 109-45.5101 Authority.
top
§ 109-45.5102 General.
top
§ 109-45.5103 Definitions.
top
§ 109-45.5104 Disposal.
top
§ 109-45.5104-1 General.
top
§ 109-45.5104-2 Methods of disposal.
top
§ 109-45.5105 Reports.
top
