Reutilization, Transfer, and Donation (RTD)

DOW Customers

It is Department of War (DOW) policy that excess DOW property must be screened and redistributed among the DOW Components, and to be reported as excess to the General Services Administration (GSA).

DOW customers, our uniformed service members, can screen and requisition excess inventory for the first two weeks after it has been brought on inventory at one of our field sites.   DOW customers are required to receive approval from their Accountable Supply Officer prior to requesting property.

DLA Disposition Services provides administrative and logistic support for DOW components to turn-in their excess DOW property at one of many DLA Disposition Services field sites. Additionally, DOW customers can screen for available excess assets, rather than initiating new procurements through standard supply channels. This shopping is done using RTD Web, DLA Disposition Services online requisitioning platform. For access instructions see the First Time Users page.

Excess property that is not requested by DOW during these first two weeks, is reported to GSA. Then it is placed on their PPMS website for further screening by federal and state agencies.

DOW activities can request access to PPMS where they not only continue to have access to DLA Disposition Services property during the Transfer and Donation screening cycle, but they will also have visibility of other Federal Agencies excess reported to GSA. DOW activities with mission essential letters justifying MILSTRIP Priority 1 - 3 and NMCS requisitions will take priority over other requests and can be acquired through RTD Web during any screening cycle.

Acquiring Excess Property: A Guide for Federal Agencies

Government regulations mandate that federal agencies consider acquiring excess personal property first before purchasing new items. As a federal agency, you have the opportunity to acquire excess Department of War (DOW) personal property after the DOW has determined it has no internal need. This process is designed to save taxpayer money by reusing valuable assets.

Here's how the process works:

Step 1: Property Becomes Available

• When the Department of War (DOW) no longer needs an item, it is reported to the General Services Administration (GSA) as "excess."
• Federal agencies interested in acquiring this property are known as "transfer customers."

Step 2: Screening the Property (21 Days)

• Once reported to GSA, you have a 21-day period to screen available excess property.
• You can view property on the RTD Web or the Personal Property Management System (PPMS).
• All requests must be submitted through PPMS.

Step 3: Submitting a Request

• Requests are handled by GSA on a first-come, first-served basis.
• When you submit a request in PPMS, your local GSA Area Property Officer (APO) is notified for review.

Step 4: Allocation and Approval

• Once your request is allocated and approved by the ordering agency and the APO, PPMS will automatically generate an SF-122 (Transfer Order Excess Personal Property).
• A copy of the approved SF-122 will be emailed to both your agency and the agency holding the property (Disposition Services site).

Step 5: Funding and Picking Up the Property (21 Days)

• While the property itself is free, your agency must arrange and pay for all packing, shipping, and transportation.
• From the date the property is allocated to your agency, you have 21 days to coordinate these logistics and pick the item up.

Have Questions?
For any questions about screening or requesting excess personal property, please contact your designated Area Property Officer (APO). You can find your APO at the GSA Area Property Officers page .

Acquiring Surplus Property: A Guide for Donation Customers

If the Federal Government no longer has a need for excess federal personal property, it is officially declared "surplus." The Federal Surplus Personal Property Donation Program enables eligible state and local government agencies, as well as nonprofit organizations (known as Donation Customers), to obtain these valuable assets.

In partnership with the General Services Administration (GSA), the National Association of State Agencies for Surplus Property (NASASP) network made up of 56 individual State Agencies for Surplus Property (SASPs) works to save taxpayer dollars by extending the useful life of federal excess/surplus personal property to public and private organizations that are dedicated to the education, training, health, civil protection, safety, and other public benefits of the people.

Who is Eligible?

State agencies and public organizations must first contact their State Agency for Surplus Property (SASP) to evaluate and approve their eligibility through proper documentation. SASPs are state-run organizations that administer the federal program for the donation of federal surplus personal property.

Potentially eligible organizations include:

• Community Services: Child Care Centers, Non-Profit/Public Programs for the Elderly, and Providers of Assistance to the Impoverished or Homeless.
• Education: Schools, Colleges, Universities, and Schools for the Physically/Mentally Challenged.
• Health & Medical: Medical Institutions, Hospitals, Clinics, and Health Centers.
• Public Agencies: State Agencies, Counties, Cities, Indian Tribes, Economic Development Districts, etc.
• Public Resources: Libraries, Museums, and Educational Radio/Television licensed by the Federal Communication Commission.
• Public Safety: Law Enforcement Agencies and Fire Departments.
• Service Educational Activities (SEAs): Girl Scouts, Boy Scouts, American Red Cross, etc. (View additional recognized SEAs).
• Small Businesses: SBA 8(a) contractor firms.
• Veterans Organizations: As recognized by the Secretary of Veterans Affairs (View additional information).

How the Process Works:

Step 1: Property Becomes Available

• When the Department of War (DoW) no longer needs an item, it is reported to the General Services Administration (GSA) for screening by Transfer and Donation customers.

Step 2: Screening the Property (21 Days)

• Once reported to GSA, you have a 21-day period to screen available property with federal agencies.
• You can view property on the RTD Web or the Personal Property Management System (PPMS).
• All requests must be submitted through PPMS.

Step 3: Submitting a Request

• Federal agencies have first priority. All requests from your organization are held until the end of the 21-day screening period.
• When you submit a request in PPMS, your local GSA Area Property Officer (APO) is notified for review.
• Requests are handled by GSA and generally approved on a first-come, first-served basis.

Step 4: Allocation and Approval

• If no federal agency expresses interest, the item is declared surplus. Then there is a 5-day window for the property to be allocated to your organization.
• Once your request is allocated and approved by the ordering agency and the APO, PPMS electronically generates an SF-123 (Transfer Order Surplus Personal Property).
• A copy of the approved SF-123 will be emailed to both your organization and the agency holding the property (Disposition Services site).

Step 5: Funding and Picking Up the Property (21 Days)

• While Disposition Services does not charge for the property, your organization must arrange and pay for all packing, shipping, and transportation, and could also be charged an administrative fee by the SASP.
• You have 21 days from the date of allocation to pick up the property.

Overseas Screening

Because GSA does not have authority for overseas excess/surplus Department of War (DoW) personal property, NASASP partnered with the Defense Logistics Agency (DLA) to create the Overseas Program.

This consortium of SASPs employs screeners to cover Central/Southern Europe, England, the Pacific Region, Central America, and the Caribbean to bring reusable military surplus back to the states for eligible organizations.

• Extended Timeline: If a donation customer is awarded property located overseas, they are given 60 days to remove the property.

Have Questions?
For any questions about screening or requesting excess/surplus personal property, please contact your designated State Agency for Surplus Property (SASP). You can find your SASP at the GSA State Agencies for Surplus Property page.

FIREFIGHTER PROPERTY PROGRAM

As excess property is turned-in to Disposition Services, it is accumulated throughout the week as it is inspected and added to their inventory system. At the end of this accumulation period (which ends on Friday) It will then roll through the following screening cycle.

CONUS

Accumulation period

DLA Disposition Services accumulates property throughout the week as it is inspected and added to the inventory system. As property is added to the inventory system, it is visible for ordering by DOD customers only. This accumulation period ends each Friday, prior to the start of the official 42 day screening timeline described below.

DOD and Special Programs Screening Cycle (Day 1-14)

DOD and the Special Programs identified on the Special Programs tab have exclusive ordering authority during the first 14 days of the screening timeline.

DOD, Transfer and Donation Screening Cycle (Day 15-35)

Federal Agencies and GSA-authorized donees screen property in PPMS during these 21 days. Federal requirements have priority during this cycle, and property will not be issued to donees until the end of this cycle. During this cycle, DOD will search and select property in PPMS rather than submit orders using RTD Web, with the exception of priority designator (PD) 01-03 and NMCS requisitions. DoD customers will submit PD 01-03 and NMCS requisitions to DLA Disposition Services, who will immediately fill these orders and notify GSA to make the record adjustment in PPMS .

GSA allocation period (Day 36-40)

These 5 days are set aside for GSA to allocate assets to fill donee requests.

Final Reutilization/Transfer/Donation (RTD2) Screening (Day 41-42)

The final 2 days of screening are available to all RTD customers for any remaining property on a first come, first served basis.

OCONUS

Foreign Excess Personal Property (Day 1-21)

DOD, Special Programs, Federal Civilian Agencies, and Foreign Military Sales (FMS) customer have ordering authority during this cycle. GSA and other federal agency representatives may be allowed to screen FEPP for return and use in the United States when it is determined to be in the best interests of the United States to do so. However, GSA’s charter does not extend to property outside the continental United States (OCONUS). Accordingly, GSA does not typically approve documents for OCONUS transfers on the Standard Form (SF) 122, “Transfer Order Excess Personal Property”; GSA does approve documents for donation on SF 123, “Transfer Order Surplus Personal Property.”

FEPD Foreign Excess Personal Donation (Days 22-42)

Through NASASP’s OCONUS representative, Donation customers are allowed to screen and request property during this screening cycle. The NASASP representative will arrange for shipment (including containerized loads). The donation customer is responsible for the actual costs incurred for packing, crating, handling, and transportation to facilities in the United States, unless other arrangements are made.

RTD2 (Days 43-45)

The final 2 days of screening are available to all RTD customers for any remaining property on a first come, first served basis.

Requesting Property

Once customers understand what screening cycle they fall under, they can submit requests for property within their cycles. Different customer types utilize different websites for submitting property requests.

RTD Web is used by DOD customers to search for items during any Screening Cycle.  Users requisitioning property require authorization from their Accountable Supply Officer prior to submitting a MILSTRIP Requisition (DD Form 1348-1a). Additionally, DOD activities can request property in RTD Web during the Transfer/Donation screening cycle but will need a mission essential letter justifying the requirement. Use the External Business Portal  and Internal Business Portal (DLA Employees)  to access RTD Web.

GSAXcess.gov is the access point for the FEPP Program and the Federal Surplus Personal Property Donation Program operated by GSA. GSAXcess  is used by all Federal agencies to include DOD in reporting excess personal property to GSA. Federal agencies or Donation customers, must access the GSAXcess website in order to complete their request for excess/surplus DOD Property.

In addition to having access to DLA Disposition Services inventory, Department of Defense activities can also request access to GSAXcess . Not only does this allow them to request excess DOD property during the Transfer/Donation cycle, but it also gives them visibility of other Federal Agency excess reported to GSA. For complete information on GSAXcess  and obtaining access to the system, please visit the GSAXcess Property page

All request submitted through GSAXcess will create a Standard Form 122 for Federal Agencies (to include DoD) and a Standard Form 123 for Donation Customers.

Want Lists

All reutilization customers are encouraged to utilize the customer want list, which allows the system to automatically search for property in the DLA Disposition Services inventory. By taking advantage of a want list, reutilization customers can automatically be notified of when property becomes available via email.

There are several types of queries you can submit. You may run a query for:

• Federal Supply Group (FSG)
• Federal Stock Class (FSC)
• National Stock Number (NSN)
• Product Name

If you have a large quantity of NIINs, you may want to build a spreadsheet ahead of time and upload it using the “BROWSE” button.

Further Define Your Search

You may also choose how you want your results sorted and further define your search criteria by Supply Condition Code and location of the DLA Disposition Services site. After you have uploaded your file and defined your query options, select “Submit Search.”

Once you have entered your information and refined your search, you can submit your want list. You should receive results within minutes.

How to create a want list

Disaster Relief

DLA Disposition Services, RTD Branch works closely with DOD, Special Programs, General Services Administration (GSA), Other Federal Agencies (OFA’s), and State Agencies for Surplus Property (SASP) to provide lifesaving equipment and supplies in the event of natural disaster. 

Standard processes are followed regardless of disaster type. The RTD Branch determines if an area is declared a Major Presidential Disaster via FEMA Website.

RTD will pull inventory listings (generators, cots, trucks, etc.) and work with customers in impacted area to acquire needed equipment.

The below list of Federal Supply Class will aid in the search for property in support of Disaster Relief Efforts.

These are the primary items most likely to be needed in such circumstances.     

Nomenclature – Human or body bags under FSG 65 or 99  aid in the search for property in support of Disaster Relief

Condition Codes

Excess property is a source of affordable and proven equipment for other DoD activities and Foreign Military Sales (FMS) countries and it provides the U.S. government an opportunity to potentially recoup a return on investment. Accurate condition coding and property descriptions provide Disposition Services the ability to maximize the return on excess/surplus through either sales or reutilization.

A – Serviceable issuable without qualification

Condition: New, used, repaired, or reconditioned material which is serviceable and issuable to all customers without limitation or restrictions. Includes material with more than 6 months shelf liferemaining.

B – Serviceable issuable with qualification

Condition: New, used, repaired, or reconditioned material which is serviceable and issuable for its intended purpose but which is restricted from issue to specific units, activities,or geographical areas by reason of its limited usefulness or short service life expectancy. Includes material with 3 through 6 months shelf life.

C – Serviceable priority issue

Condition: Items which are serviceable and issuable to selected customers, but which must be issued before Condition A and B material to avoid loss as a usable asset. Includes material with less than 3 months shelf life remaining.

D – Serviceable test modification

Condition: Serviceable material which requires test, alteration, modification, conversion or disassembly. This does not include items which must be inspected or tested immediately prior to issue.

E – Unserviceable limited restoration

Condition: Material which involves only limited expense or effort to restore to serviceable condition and which is accomplished in the storage activity where the stock is located.

F – Unserviceable reparable

Condition: Economically reparable material which requires repair, overhaul, or reconditioning. Includes reparable items which are radioactivity contaminated.

G – Unserviceable incomplete

Condition: Material requiring additional parts or components to complete the
end item prior to issue.

H – Unserviceable condemned

Condition: Material which has been determined to be unserviceable and does not meet repair criteria; includes condemned items which are radioactivity contaminated, Type I shelf life material that has passed the expiration date, and Type II shelf life material that has passed the expiration date and cannot be extended.

Q – Suspended (product Quality Deficiency)

Condition: Unserviceable items with potential or confirmed quality deficiencies.  Disposition Services downgrades items that require mutilation to scrap

DEMIL Codes

DEMIL codes are assigned to DOD personal property that indicate the required degree of physical destruction, identifies items requiring specialized handling or processing, and identifies items which do not require DEMIL. DEMIL F and other codes can require additional guidelines to be followed prior to turn in to DLA Disposition Services.

The DEMIL Codes below are listed as the Highest Severity to the Lowest Severity in DEMIL Coding

Code Explanation

G     USML or CCL Military Items – DEMIL required – ammunition and explosives (AE). This code applies to both unclassified and classified AE items.

P      USML Items – DEMIL required. Security classified items.

F      USML or CCL Military Items – DEMIL required. Item managers, equipment specialists, or product specialists must furnish special DEMIL instructions.

D      USML or CCL Military Items – DEMIL required. Destroy item and components to prevent restoration or repair to a usable condition.

C      USML or CCL Military Items – DEMIL required. Remove or demilitarize installed key point(s) items as DEMIL code "D".

E      DoD DEMIL Program Office reserves this code for its exclusive-use only. DEMIL instructions must be furnished by the DoD DEMIL Program Office

B      USML Items – Mutilation (MUT) to the point of scrap required worldwide.

Q      Commerce Control List Item (CCLI) – MUT to the point of scrap required outside the United States. Inside the United States, MUT is required when the DEMIL integrity code (IC) is “3” and MUT is not required when the DEMIL IC is "6."

A      Items subject to the Export Administration Regulations (EAR) in parts 730-774 of Title 15, Code of Federal Regulations (CFR) (CCLI or EAR99) and determined by the DOD to present a low risk when released out of DOD control. No DEMIL, MUT, or end use certificate is required. May require an export license from DOC.

General Note
For additional information on DEMIL codes and use, see DOD MANUAL 4160.28, VOLUME 2 DEMIL Coding

References:

DODM 4160.28, Volume 2

DEMIL Code Table (PDF) - March 9, 2017
The DEMIL Code Table lists all available DEMIL Codes for DOD Personal Property.

DEMIL Code Assignment Process Flow (PDF) - March 9, 2017
The DEMIL Code Assignment Process Flow outlines the process for assigning a DEMIL Code to DOD Personal Property. The number in each step is referenced in the DEMIL Code Processing Steps table. (Replaces DODM 4160.28-V2, Figure 1 & Table 2).

DEMIL Code Processing Steps (PDF) - March 9, 2017
The DEMIL Code Processing Steps describe in detail how to assign DEMIL Codes using the DEMIL Code Assignment Process Flow. (Replaces DODM 4160.28-V2, Figure 1 & Table 2).

Support

DEMIL Help
demilhelp@dla.mil

Customer Interaction Center
dlacontactcenter@dla.mil
1-877-352-2255