Last update: 05/11/2012
Common questions about disposing of surplus
- What is the state surplus property program?
- Where is state surplus and when are you open?
- Who should I contact if I have questions?
- How do I surplus my items?
- What happens once I submit the form?
- How can I tell if my items were received?
- Are there times when I don’t have to use the disposal request?
- How can I give some of my surplus to another state agency?
- How do I donate surplus items?
- What about software?
- What about hazardous material?
- What about buildings and real estate?
- What is scrap and what do I do with it?
- How much money do I get back?
- How do I buy things from surplus?
- How is surplus property sold?
What is the state surplus property program?
The surplus program receives and redistributes surplus items from state agencies to other state agencies, governmental entities and private non-profit organizations. The surplus program is part of the Department of Enterprise Services and operates under the statutory authority of Revised Code of Washington 43.19.1919.
Where is state surplus and when are you open?
See Hours of operation, location & directions
Who should I contact if I have questions?
Please see our contact page for phone numbers.
How do I surplus my items?
To surplus items, please submit a request using the online Property Disposal Request System. The system requires a login ID and password. Please see Contact Phone Numbers to learn more about how to get signed up. Please see instructions for using the online system for additional information.
Once you submit the request, we will review it within 24 hours, assign a GA Authority Number, and the action to be taken. In most cases you will receive an e-mail message to let you know that the status of your request has changed. You can also log into the system and check the request at any time. No other paperwork is required.
Important reminders
For goods:
- Surplus cannot accept surplus property shipments unless a request has been submitted and a GA Authority Number has been assigned.
- All items should be stored in one location prior to pickup.
- Surplus items cannot be given to or sold directly to state employees or the general public.
- separate laptops and LCD projectors from other surplus items for the driver to check at pickup
For vehicles and other titled equipment
- Send the title to surplus as soon as the disposal request is approved
- Sign the title, but do not date it
- Note any mechanical defects in the comments section of the disposal request (i.e., bad transmission, engine worn out, etc.)
- If vehicle has a rebuilt title, send damage report with title.
What happens once I submit the form?
Surplus staff will make one of the following determinations about the property and then act as follows:
- Will Inspect - There is a question as to how best to sell this item. Someone from State Surplus will go to the site and make a determination about the best way to sell the item.
- Will Sell at Agency Location - The item will remain where it is and be sold on-line.
- Will Pick Up - Property will be picked up within 30 days.
- Requests Agency Ship to Surplus - State agency makes arrangements to ship surplus items to the Auburn warehouse.
- Requests Agency Sell - Agency can sell the surplus item directly.
- Other - This is used to allow donation, and other types of disposal not covered by the above actions.
How can I tell if my items were received?
Staff record the quantity of items received. You can open a request to view the quantities received. If there is a discrepancy in the quantity received, please contact Surplus Programs at (360) 753-3508, for further action or investigation.
Are there times when I don’t have to use the disposal request?
Agencies do not have to submit a request to make inventory adjustments for items that were lost, stolen or destroyed by fire. Adjustments to inventory made under these circumstances should be handled within each agency. Keep in mind that your agency is responsible for maintaining its own equipment inventory records.
How can I give some of my surplus to another state agency?
Surplus property can be transferred from one state agency to another state agency without charge if:
- The owning agency wishes to do so (this is not mandatory)
- Each item has a fair market value less than $500
A request is not required for this process, but the agency should keep internal records. For further details on this process please refer RCW 43.19.1919.
How do I donate surplus items?
Currently there are three methods for donating state surplus property. All require a completed request and GA Authority Number:
- Donation to rehabilitative workshops
- Donation to homeless shelters
- Donation to Computers 4 Kids
See Washington Administrative Code 236-48-190 for more information. Rehabilitative workshops include but are not limited to Salvation Army, Volunteers of America, Goodwill, and St Vincent DePaul.
If you wish to donate your computers to K-12 schools via the Computers 4 Kids program please submit a request to State surplus and arrangements will be made for pick-up.
What about software?
With the exception of a Central Processing Unit’s (CPU) originally installed operating system (i.e., DOS, Windows etc.) we cannot accept computer software. It is each agency’s responsibility to ensure loose copies of computer software are not sent to Surplus and hard drives on working and non-working computers do not contain software or agency sensitive data.
Many of the computer items at Surplus are sold to the general public. Any software or sensitive data left on a hard drive could potentially be retrieved. This can lead to conflicts with your agency’s current software license agreements or result in an unauthorized individual accessing agency documents.
As you prepare your computer equipment for surplus, please ensure that it does not contain copies of software and that the hard drives contain only the originally installed operating system. If a PC is sent to Surplus completely cleared (hard drive format or partition) please indicate the unit’s original operating system. If you have questions concerning this policy, please contact our office.
Agencies that wish to dispose of computer software should check their vendor contract for the particular software to determine disposition. If such guidance is not available, the software may be scrapped. Since scrap is a delegated authority, agencies do not need to submit a request, however, the agency should retain internal documentation.
What about hazardous materials?
Surplus cannot accept hazardous or toxic waste. When these items are declared surplus, it’s your agency's responsibility to ensure they are disposed of properly. Please contact us if you have any questions.
Items listed below cannot be accepted at Surplus Programs in Auburn:
- Asbestos - Any product containing more than 1 percent asbestos, including wrapped piping, fireproofing materials, fireproof safes, fire retardant clothing, floor tiles, and ceiling tiles. Items that you are unsure of should be analyzed by a qualified lab.
- PCB's - Including transformers, capacitors, electrical equipment containing capacitors or transformers, fluorescent fixtures, and any liquid filled electrical devices. Items in this category should have certification showing them to contain zero parts per million before they will be accepted by State Surplus.
- Liquids - Flammable or toxic liquids and powders, including paints, solvents, cleaners, and copier fluids
- Radioactive - Radioactive materials of any description, including smoke detectors and x-ray equipment.
- Pesticides/herbicides - This includes insecticides, fungicides, herbicides, wood preservatives, disinfectants, and any other substances intended to control pests.
The proper handling of these materials will ensure a safe working environment. If your agency does not have an established contract for hazardous waste disposal, please see our Contracts search tool for current state contracts.
What about buildings and real estate?
Please see Surplus real estate for more information about real estate available through Enterprise Services.
What is scrap and what do I do with it?
State agencies have authority to dispose of unusable and broken surplus property items themselves. A disposal request form is not required but the agency should keep internal documentation.
This action should not be confused with scrap metal that is collected for recycling. This material is generally sold on site or picked up on state contract. For more information on scrap metal recycling, please contact us.
How much money do I get back?
Rates and Reimbursement: (Transportation Costs Included) Effective July 1, 2009
| For State Agencies (Transportation Costs Included) | Examples | |||
|---|---|---|---|---|
| State Items | Explanation | Sale Price | Surplus $ Retained | Agency Reimbursement |
| Vehicles and Heavy Equipment sold at Surplus | Surplus retains 9.0% of final sale price ($300 min - $1500 max) | $10,000 | $900 | $9,100 |
| $500 | $300 | $200 | ||
| Vehicles and Heavy Equipment sold at agency location | Surplus retains 9.0% of final sale price ($200 min - $1500 max) | $10,000 | $900 | $9,100 |
| $500 | $200 | $300 | ||
| Standard Item sold at Surplus | Surplus retains first $500, plus 9.0% of every dollar above $500 ($1500 max) | $600 | $509 | $91 |
| $400 | $400 | $0 | ||
| Standard Item sold at agency location | Surplus retains first $200, plus 9.0% of every dollar above $200 ($1500 max) | $600 | $236 | $364 |
| $150 | $150 | $0 | ||
| For Political Subdivisions (Transportation Services Available) | Examples | |||
|---|---|---|---|---|
| Poly-Sub Items (whether sold at surplus or at agency location) | Explanation | Sale Price | Surplus $ Retained | Agency Reimbursement |
| Vehicles and Heavy Equipment | Surplus retains 9.0% of final sale price ($200 min - $900 max) | $5,000 | $450 | $4,550 |
| $500 | $200 | $300 | ||
| Standard Item | Surplus retains first $200, plus 9.0% of every dollar above $200 ($900 max) | $600 | $236 | $364 |
| $150 | $150 | $0 | ||
How do I buy things from surplus?
The program is also an excellent source for good used items and we encourage you to use it as a way to stretch your organization's budget. If there is something that you are looking for drop us a line at surplusmail@des.wa.gov or call our warehouse at (360) 753-3508. Payment for items purchased is as follows:
- Government organizations use a purchase order to acquire property.
- Nonprofit agencies, upon verification of nonprofit status (501C3), may purchase state surplus property with a check or credit card that is imprinted with the organization's name.
- General public may pay with cash or credit card
How is surplus property sold?
Surplus property is sold through the retail store at the warehouse in Tumwater or via online auction through Public Surplus. Items are sold to the general public and to Priority customers. See Surplus for qualified organizations or Surplus for anyone for more information.
