Federal Surplus

Eligible donees for Maine surplus property can also acquire federal surplus property offered by the U.S. General Services Administration (GSA). Currently, Maine Surplus uses a direct donee transfer program that enables eligible donees to request GSA property and have items sent to them directly, if awarded. Please see the steps below to access this program.

1. Eligible donee completes a Request Form to Screen Federal Surplus Property (Word) and submits the completed form: a) via email to surplus@maine.gov; or b) via fax to (207) 287-3640.
2. Maine Surplus Property will add the donee to the GSA Personal Property Management System (PPMS).
3. The donee will receive a confirmation email from PPMS with login instructions to view items on the PPMS. (Donees are granted view-only access.)
4. If the donee identifies any item(s) they wish to acquire, the donee contacts surplus@maine.gov to request the item.

NOTE: Donees are charged a minimal fee to cover handling, transportation, and administrative expenses associated with the donee transfer program for federal surplus property. Typically, this fee is 4% of the original acquisition cost plus any associated shipping expense.

Frequently Asked Questions (FAQs)

Why don't all GSA items listed on the PPMS have photos?

Although photos can be helpful, they are not required to be included with the item description on the PPMS. Additionally, some items may not have photos due to security restrictions or departmental rules that limit availability of images. If you're interested in an item that doesn't include photos, you can reach out to the Point-of-Contact listed with the item to request them.

How are GSA items listed on the PPMS?

Once a federal agency no longer needs an item, it is considered excess. The source agency must first offer the item internally, then to other federal agencies. If no federal agency wants it, the item is then considered surplus and can be donated to a State Agency for Surplus Property (SASP), such as Maine Surplus.

What's the difference between salvage, repairable, and other designations?

• New/Unused - Property in new/unused condition that can be used immediately without modifications or repairs. 
• Usable - Property that shows some wear, but can be used without significant repair.
• Repairable - Property that is unusable in its current condition, but can be economically repaired.
• Salvage - Property with value in excess of its basic material content, but repair or rehabilitation is impractical and/or uneconomical.
• Scrap - Property that has no value except its basic material content.

What are the best times to look for federal surplus on the PPMS?

The federal disposal cycles are constantly changing. Larger outdoor items are typically listed more frequently in warmer weather/climate areas.

What are some potential items of interest for towns, vocational schools, and other groups? How should users filter their search?

The Federal Donation Program is ideal for vocational schools looking for educational-purposed items such as vehicles, tools, and industrial equipment. Towns can often find valuable items for public works departments, or even furniture for offices. Entering key words in the search function will typically yield favorable results.

How do Service Educational Activities (SEAs) access federal surplus property?

SEAs are only eligible to receive items directly from the Department of Defense (DoD). Once an SEA receives access to the PPMS (per the instructions at the top of this page), they can:

1. Go to Search Property.
2. Choose Advanced Search.
3. In the field for Reporting Agency/Agency Bureau, search for 9715 (Defense Logistics Agency - DLA).
4. Click Search.

What are best practices for using the PPMS? 

Interested donees should check the PPMS frequently since most items are only listed for 14-21 days. Additionally, you can create a "Want List" and be notified when an items you may be interested in becomes available. 

Did you miss an item you were interested in?

Check GSA Auctions and look for it there. Items that fail to be reutilized are typically auctioned off. 

Where to find more information:

• Website: How to acquire surplus Federal Personal Property
• PDF: Guide to the Federal Surplus Personal Property Donation Program
• PDF: Donation Handbook

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See examples of federal surplus items below.