Reutilization, Transfer, and Donation (RTD)

DOD Customers

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

DOD 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.   DOD customers are required to receive approval from their Accountable Supply Officer prior to requesting property.

 DLA Disposition Services provides the administrative and logistic support for DOD components to turn-in their excess DOD property at one of many DLA Disposition Services field sites. Additionally, DOD customers can shop 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.

Excess property that is not requested by DOD 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.

DOD 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. DOD 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

Transfer Customers

Government regulations mandate that federal agencies consider acquiring excess personal property first, before purchasing new items. This approach saves taxpayers hundreds of millions of dollars each year.

Once Disposition Services has determined that there is no need for the property within DOD, we report the property to GSA for transfer to another federal agency or donation to a state or local organization. We refer to federal agencies as transfer customers. 

Once Disposition Services reports their excess personal property to GSA, other federal agencies (transfer customers) can screen the property over a 21-day period. This property can be screened on RTD Web or on PPMS . However, if a transfer customer wants to submit a request for an item, they must do so using PPMS . PPMS will then notify the local GSA Area Property Officer (APO) of the request for the property. GSA generally approves transfers on a first-come, first-serve basis.  Once the request is approved by the ordering agency and the APO, PPMS will electronically generate the approved SF122 and email a copy to the holding agency and the acquiring agency.  Transfer customers do not typically pay for excess personal property.  However, they are responsible for any packing, shipping and transportation cost. The transfer customer has 21 days from date of allocation to pick up the property.

If a transfer customer has a question regarding screening and requesting excess personal property, they will want to contact their Area Property Officer.   This group can be located at Area Property Officers | GSA .

Donation Customers

The National Association of State Agencies for Surplus Property (NASASP) is made up of 56 State Agencies for Surplus Property (SASP).  The goal of the SASP in partnership with GSA is to continue to save taxpayer dollars.  Saving 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.

If there is no longer a need for the excess federal property within the Federal Government, it is declared surplus.   The Federal Surplus Personal Property Donation Program enables state and local government agencies and nonprofit organizations to obtain this surplus personal property that the federal government no longer needs.  We consider these customers Donation Customers.

State agencies and public organizations seeking donations of surplus federal property should contact a State Agency for Surplus Property (SASP) representative in their region. SASP are state-run organizations that administer the federal program for the donation of federal surplus property.  SASPs evaluate all organizations and determine eligibility based on proof of eligibility through proper documentation.  

Potential eligible organizations include:

• Public Agencies - State Agencies, Counties, Cities, Indian Tribes, Economic Development Districts, etc.
• Schools, Colleges, and Universities
• Libraries and Museums
• Medical Institutions, Hospitals, Clinics, and Health Centers
• Public Safety - Law Enforcement Agencies, and Fire Departments
• Child Care Centers
• Schools for the Physically / Mentally Challenged 
• Educational Radio and Television licensed by the Federal Communication Commission  
• Providers of Assistance to the Impoverished and Providers of Assistance to the Homeless
• Non-Profit and Public Programs for the Elderly
• SEA's (Service Educational Activities) such as the Girl Scouts, Boy Scouts, and American Red Cross (click here for additional organizations recognized ).  
• Veterans Organizations as recognized by the Secretary of Veterans Affairs (click here for additional information) 
• Small Business Administration (SBA) 8(a) contractor firms

Along with the transfer customers, donation customers screen the excess property over the 21-day period simultaneously. This property can be screened on RTD Web or on PPMS.  If a donation customer wants to submit a request for an item, they must do so using PPMS. 

All items are available for selection first to federal agencies.  All donation customer requests are held until the end of the 21-day period.  If no federal agency expresses interest and it is declared surplus, donation customers have 5 days for the property to be allocated to them.

PPMS then notifies the appropriate region GSA Area Property Officer (APO) of the request for the property.   GSA generally approves transfers on a first-come, first-serve basis.  Once the request is approved by the ordering agency and the APO, PPMS will electronically generate the approved SF123 and email a copy to the holding agency and the acquiring agency.  Donation customers do not pay for surplus personal property.  However, they are responsible for any packing, shipping and transportation cost.  The donation customer has 21 days from date of allocation to pick up the property.

GSA does not have authority for overseas excess/surplus DOD personal property.  NASASP worked together with DLA to create the Overseas Program of NASASP.  It is made up of a consortium of State Agencies for Surplus Property (SASPs). Together these SASPs work to bring reusable military surplus property back to the states for donation to eligible organizations. The Program employs screeners to cover Central Europe, Southern Europe, England, the Pacific Region and Central America and the Caribbean. 

A donation customer that is awarded property that is located overseas is given 60 days to remove the property.

FIREFIGHTER PROPERTY PROGRAM

LAW ENFORCEMENT

In the National Defense Authorization Act (NDAA) for Fiscal Years 1990 and 1991, Congress authorized the transfer of excess DOD property to federal, state and local law enforcement agencies. Through subsequent revisions, the NDAA for Fiscal Year 1997 established the Law Enforcement Support Office (LESO) Program to facilitate 10 USC 2576a.

Under this authority, excess Department of Defense property (equipment) that might otherwise be destroyed, may be conditionally transferred to participating law enforcement agencies across the United States and its Territories.

LESO Page

COMPUTERS FOR LEARNING

Computers for Learning Page

CIVIL AIR PATROL (CAP) 

All Civil Air Patrol (CAP) detachments, the official auxiliary of the USAF, are eligible to receive excess and FEPP without reimbursement with approval from CAP Headquarters and/or Regional Officers. All property must be obtained to support a valid CAP mission, in which case title to the property is transferred to CAP. The CAP must return unneeded property to a DLA Disposition Services site.

 
DOD CONTRACTORS 

The Military Service/Defense Agency Management Control Activity (MCA) is authorized to withdraw specific excess personal property from DLA Disposition Services sites for use as GFM/Government Furnished Equipment (GFE) to support officially stated contractual requirements per the DOD 4000.25-1-M.
 

DOD OR SERVICE MUSEUMS 

10 USC 2572 or 40 USC 481 and DoD Manual 4160.21 Vol. 3 provide for DLA Disposition Services issues of DOD excess for museum use, display, or exchange. Currently, DOD or service museums may acquire items for housekeeping purposes only. Moratorium for other items has not been removed. 

 
FOREIGN MILITARY SALES (FMS/GRANT AID) 

Foreign Military Sales (FMS/Grant Aid): DLA Disposition Services conducts the sale of excess defense articles to authorized foreign Governments. Property is issued free to grant aid eligible Countries and for the adjusted present value for non-grant-aid-eligible countries. All FMS customers are charged for PC&H. DLA Disposition Services is reimbursed for administration costs only. This program is overseen and directed by the Defense Security Cooperation Agency (DSCA) for the Under Secretary of Defense for International Affairs.
 
You may e-mail the FMS office for further questions. 
FMS Email:  dladispositionservicesfms@dla.mil

DOD HUMANITARIAN ASSISTANCE PROGRAM (HAP) 

As provided by Title 10, Section 2547 of the Defense Authorization Act, DLA Disposition Services provides DOD excess property consisting of items of a humanitarian assistance nature, which is then distributed to partner nations, as coordinated through Defense Security Cooperation Agency, Humanitarian Assistance, Disaster Relief, and Mine Action (HDM) Division. For more information visit the DSCA website.
 

MILITARY AFFILIATE RADIO SYSTEM (MARS) 

MARS operates under the command jurisdiction of the Military Services and is an integral part of the DOD communication system. The Military Services responsible for MARS are authorized to requisition excess and Federal Excess Personal Property (FEPP) through their respective accountable officers.

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
http://www.esd.whs.mil/Directives/issuances/dodm/

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