State Surplus Property Auctions for State Agencies to Sell

How To

Sell/Post Surplus Property (Create an Auction)

After you are registered to post/sell your agency’s surplus property, and before you create your first auction, follow these instructions to set-up your Pick-Up Location on the Public Surplus Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window site:

  1. Go to Tools Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window
  2. Click on Pick-Up Locations
  3. Click on the New Location link Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window
  4. Create your location (be sure to use your agency name in the same format already being used) 
  5. Save


Once Pick-up Location steps are complete, you are now ready to create auctions, as follows:

A. Access the Auction Creation Page

  1. Log in to Public Surplus Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window with your state username and password.
  2. Click the "Auctions" link on the toolbar in the upper right section of the page.
  3. A toolbar will appear below the main toolbar. Click on the ‘Sell’ tab Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window. You will now see a blank auction creation page. You will create the auction by completing the sections. Each section has a blue header with a question mark Help Question Mark Icon icon. Clicking on the icon will pull up the "help" information for that section.
  4. Follow the instructions below to complete each section.  Note:  If your agency does not have its own form to identify and justify disposal of surplus property, the Surplus Property Program provides the following form as your record to document such surplus property and the justification: DPS-38 Disposal of Surplus/Scrap Property Form or you may use (as applicable) the DPS-38A Disposal of Seized/Found Property Form.  These completed forms are your records as to why you placed something on surplus.


B. Internal Reallocation Section

  • Internal Reallocation = 4 Days and $0.00
  • Municipalities = 4 Days and $50.00
  • Non-Profits = 0 Days and $0.00 (unsold auctions will be relisted by DAS Surplus staff specifically for non-profits under a different auction number)


C. Public Auction Duration Section

  • Time Frame - All auctions will be set for 4 days.  If you would like to extend the timeframe, contact DAS State Surplus Unit staff.
  • End Time - All auctions will have an end time of 8:00pm.


D. Category Section

From the drop down box, select the category the best matches your auction.  If you do not see something specific, you can find the main category and choose GENERAL as your sub-category.

E. Content Section

  1. Title -  Type the title of the auction item in the "Title" box.  The title should reflect what the item is, followed by limited details.
    - Example 1: Desk - Corner
    - Example 2: Desks - Corner ~ Lot of 2
    - Example 3: Desks - Corner ~ 5 ~ Dutch Auction
  2. Template
    - Choose appropriate template and use only if posting heavy equipment/machinery (forklifts, riding mowers, vehicles, etc) or vehicles (when approved to go on this site)
  3. General Description
    - Type a general description of the item in the "General Description" field. This can be any information to give buyers a clear description of the item (use format below):
    - Make:
    - Model:
    - Serial #
    - Measurements/Dimensions
    - If there is anything wrong with the item(s)
    - If it works or doesn’t work (anything you, as a buyer, would like to know before purchasing something).
    - If you are requesting ‘Scrap’ for an item, use this space to say what is wrong with the item and why it is considered scrap.  Obsolete is not a reason for scrap.
  4. Pictures and/or videos
    - You must have a photo attached to your auction for it to be approve by the DAS State Surplus Program. A photo is for any auction, including SCRAP.  An unlimited
       number of pictures and documents can be uploaded to the auction.
    - Click on "Upload Images and Documents".  
    - Select the picture or document from your hard drive and click "save".  
    - Rearrange items as needed, following the instructions in this section.  Be sure to include close-ups of any defects on the item and clear close ups of any informational or manufacturer labels, if there are any.  
    - If you have items that run (forklift, mower, etc), it is helpful to include a video of the item running.
  5. Condition
    - From the drop down box, select the “Condition” of the item.  Undersell as opposed to oversell the items.
    - For ‘Scrap’ items, choose ‘See Description’ (you should have already listed why the item is scrap in the description section).
  6. Item Code/Tag
    - If applicable, type your inventory number in this field. This is an internal number created by your agency.  You should always list your inventory tag numbers in this
       section.  This helps when running reports for inventory or audit purposes.  
    - If you have multiple tag numbers, use a comma after the number followed by a space and type the next number (ex. 1234, 1235). If the total number of characters exceeds the field (75 characters), note ‘See Description’ in the Item Code/Tag field and list the tag numbers in the description.  Do not put anything else in this field.  
    - Leave blank if not tagged.


F. Pickup Location and Contact Section

  1. Department - For most users, this field is pre-set.  For anyone approved to more than one area:  From the drop down menu, select the "Department" for which you are selling the property.
  2. Pickup Location - From the drop down menu, select the "Pickup Location".  If your pickup location is not listed, refer to Section 1:  Pickup Location Helpful Hints.
  3. Main Contact - The "Main Contact" is automatically populated with your information, and can be changed by clicking "Change Contact".  An "Email Contact" can also be added (they must also be registered on the site) if there is another person you need to keep informed about the auction creation, end of auction and payment information.


G. Payment Details Section
- The tax amount will be defaulted to 6.35%.  Do not change it.  “Tax Exempt” is an option but will rarely, if ever, be used.

H. Quantity -Based on your title, determine your quantity.  A lot is multiple items and a quantity of 1. A Dutch auction is multiple items that can be purchased by different buyers.  In a Dutch auction, every item must be the same and in the same condition.

  • Example 1 – Single Item only: Desk, Corner = Quantity 1
  • Example 2 – Lot Auction: Desks, Corner ~ Lot of 2 = Quantity 1
  • Example 3 – Dutch Auction: Desks, Corner ~ 5 ~ Dutch Auction = Quantity 5 Shoe Dutch Auction Icon


I. Minimum Bid Amount
- Type the "Minimum Bid Amount" in the field.  All items start at $1.00. If you feel a higher starting amount is needed, please contact DAS State Surplus Program staff to discuss.

J. Reserve Price - Not applicable – Do not enter anything here.  If there is an item your agency would like to set a reserve for, please contact DAS State Surplus Program staff to discuss.

K. Save

  • When all appropriate fields have been completed, click the "Save" button at the bottom of the page. If a required field has not been completed, a red star will appear next to the field. 
  • When the auction has been saved, you will see a preview of the auction page and have the opportunity to revise or copy from the preview page. 


L. ‘Held’ Section

The auction will be saved in the "Held" auction section until the auction is released.  DAS State Surplus Program staff will review the auction.  If there is missing or incomplete information, Surplus staff will email the creator of the auction and ask them to revise the auction requesting additional information.

When all information is complete, DAS Surplus staff will release the auction and it will now show up in the ‘Current’ auction section.

When the auction is released you will not receive notification.  We ask that you check the CURRENT auctions page and when your auction is there, print it (2-sided) and attach it to your auction surplus property so anyone looking at the property has the auction details available (when the auction started and closed, as well as the auction number).  This makes it easier to identify when a buyer arrives, as well as to let other agency staff know this item is no longer available for agency use.

Copying an Auction

Once you have successfully created an auction that the DAS State Surplus Unit staff has approved and released, you can ‘Copy’ the auction to save a lot of steps for future auctions. Instructions follow:

  1. Locate the auction you want to copy (either in Current  or Closed auctions – which means that the DAS State Surplus Unit has reviewed them and made any corrections - 1984029 can be used if you aren’t sure of one).  DAS Surplus staff adds a disclaimer to each auction description, which is a summary of the Terms and Conditions.  Please do not delete this summary when revising your auction.
  2. Open the auction.  
  3. On the right hand side there is an option for COPY ITEM.  
  4. Click on [Copy Item] and the same auction will populate.
  5. Go through the auction and make the minor changes you need to turn this into your new auction.
  6. When all changes are made, click ‘Copy’ (instead of clicking ‘Save’).  
  7. A new auction number will be generated.


Auction Close Information

Auctions will close with one of the following results:

  1. Another state agency claims the item(s)
  2. A municipality claims the item(s)
  3. The auction will go live and at the end there will be a high bidder who wins 
  4. The auction will close with no results/no sale
  5. The auction was for a scrap item only


Details on what happens after each result is as follows.  As a seller of surplus property you will play a role in these results as noted.

Another State Agency Claims the Item(s):

  1. The purchasing agency claims the item(s) at no charge.
  2. They contact the selling agency to complete the CO-64. (Auctions claimed between agencies are subject to a CO-64 Inter-Unit Transfer of Assets form, which can be found on the Office of the State Comptroller State Agency Forms Page Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window.)
  3. Once the CO-64 is complete, the ‘purchasing’ agency contacts the selling agency to arrange pickup.
  4. When contacted by the buyer, go to Auctions – Closed Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window and enter the auction number as the keyword.  NOTE:  If it doesn’t come up, change the dates under the key word for a wider date range.
  5. Once you see the auction listed, click on the NOTES Notes Icon section and make a note of the pickup date/time.
  6. Print a copy of the Bill of Sale using the Printer Icon icon.
  7. When the person arrives to pick up the item, verify their I.D. and have them sign the Bill of Sale for your records. If the person is having someone else pick up their auction, have them email the specific information to you and that is the I.D. you need to see with the pickup.
  8. Once the Bill of Sale is signed, scan it and the I.D. together (place it on the bottom of the Bill of Sale) for your records.
    - Please Note:  If you do not have a scanner available, put the ID on the receipt and take a photo of that to upload later.  (See auction #1872028 Notes for an example)
  9. Click on NOTES Notes Icon section of your Closed Auction.  Add the scan as an attachment.
  10. If you need to retire an item (asset) in Core, you can now mark that item as retired due to Sale and give the Auction # as auth.
  11. File your paperwork however appropriate for your agency for audit purposes. Paperwork needs to be retained per the CT State Library Records Retention Schedules Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window guidelines.  If you are unsure, please contact your agency’s records management liaison officer.


A Municipality Claims the Item(s):

  1. The purchasing municipality claims the item(s) for a fee. Note:  DAS Surplus Property Program will bill their town for the amount owed – this does not need to be completed prior to them picking up the item(s).
  2. The municipality will contact the selling agency to arrange pickup.
  3. When contacted by the buyer, go to Auctions – Closed Opens in a new window and enter the auction number as the keyword.  NOTE:  If it doesn’t come up, change the dates under the key word for a wider date range.
  4. Once you see the auction listed, click on the NOTES Notes Icon section and make a note of the pickup date/time.
  5. Print a copy of the Bill of Sale using the Printer Icon icon.
  6. When the person arrives to pick up the item, verify their I.D. and have them sign the Bill of Sale for your records. If the person is having someone else pick up their auction, have them email the specific information to you and that is the I.D. you need to see with the pickup.
  7. Once the Bill of Sale is signed, scan it and the I.D. together (place it on the bottom of the Bill of Sale) for your records.
    - Please Note:  If you do not have a scanner available, put the ID on the receipt and take a photo of that to upload later.  (See auction #1872028 Notes for an example)
  8. Click on NOTES Notes Icon section of your Closed Auction.  Add the scan as an attachment.
  9. If you need to retire an item (asset) in Core, you can now mark that item as retired due to Sale and give the Auction # as auth.
  10. File your paperwork however appropriate for your agency for audit purposes. Paperwork needs to be retained per the CT State Library Records Retention Schedules Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window guidelines.  If you are unsure, please contact your agency’s records management liaison officer.


Bidder Purchases the Item(s):

  1. The auction closes and the high bidder wins. 
  2. Note:  The bidder may contact you to ask for tax to be removed because they are tax exempt. Email the buyer and CC Veronica Coty.  Direct the buyer to contact Veronica via email and she will collect the necessary paperwork to remove the tax.  We do not want them to pay until the tax has been removed.
  3. The bidder will pay for their purchase online through the Public Surplus Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window website.
  4. You should receive an email saying the item has been paid, as well as being able to review the Closed Auction section of PublicSurplus.com to see the Paid Stamp Icon stamp.
  5. The buyer should contact you (the seller) to arrange a pickup date/time.  Always go to the Closed Auction section and verify payment before making pickup arrangements.
  6. Click on the Paid Stamp Icon icon and it will bring up a receipt.
  7. Scroll down to the bottom and click on the Print Rcpt button.
  8. It brings up a receipt with signature areas as well as a list of auctions and quantities.  Print it out for the buyer to sign at pickup.  If there are auctions listed that are not yours, please cross those off so the buyer is only signed for what they pick up from you.
  9. Go to Auctions-Closed and click on NOTES Notes Icon.  Make a note of any communication, including scheduled appointments, missed appointments, etc. with the buyer.
  10. When the person arrives to pick up the item, verify their I.D. and have them sign the Receipt for your records.  If the person is having someone else pick up their auction, have them email the specific information to you and that is the I.D. you need to see with the pickup.
  11. Once the Receipt is signed, scan it and the I.D. together (place it on the bottom of the Receipt) for your records.
    - Please Note:  If you do not have a scanner available, put the ID on the receipt and take a photo of that to upload later. (See auction #19044467 Notes for an example)
  12. Click on NOTES Notes Icon section of your Closed Auction.  Add the scan as an attachment.
  13. Once the buyer picks up the item, go to your Closed Auction section and mark the empty truck -Pickup Empty Icon- in the Pick-Up column as Picked Up to complete the transaction.
  14. If you need to retire an item (asset) in Core, you can now mark that item as retired due to Sale and give the Auction # as auth.
  15. File your paperwork however appropriate for your agency for audit purposes. Paperwork needs to be retained per the  CT State Library Records Retention Schedules Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window guidelines.  If you are unsure, please contact your agency’s records management liaison officer.


Auction Closes with No Results:

  1. You will receive an email from Public Surplus stating the auction closed with no results, do you want to relist the item?  Do not relist the item.  Ignore this email.
  2. The DAS Surplus Program staff will copy the auction to relist for Non-Profits only, as well as make notes so the previous auction can be considered closed.
    *Please note:  You will receive an email as if you just created the new auction.  That is actually DAS Surplus Program staff creating a new auction for the item on your behalf.  The number will be your new auction number.


Non-Profit Claims the Item(s):

  1. The purchasing non-profit organization claims the item(s) for no charge.
  2. They contact the selling agency to arrange pickup.
  3. Print a copy of the Bill of Sale from the Closed Auction Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window section using the Printer Icon icon.
    NOTE:  Use the Auction # as the keyword to look it up – if it doesn’t come up; change the dates under the key word for a wider date range
  4. When the person arrives to pick up the item, verify their I.D. and have them sign the Bill of Sale for your records. If the person is having someone else pick up their auction, have them email the specific information to you and that is the I.D. you need to see with the pickup.
  5. Once the Bill of Sale is signed, scan it and the I.D. together (place it on the bottom of the Bill of Sale) for your records.
    - Please Note:  If you do not have a scanner available, put the ID on the receipt and take a photo of that to upload later. (See auction #1758014 Notes for an example)
  6. Click on NOTES Notes Icon section of your Closed Auction.  Add the scan as an attachment.
  7. If you need to retire an item (asset) in Core, you can now mark that item as retired due to Sale and give the Auction # as auth.
  8. File your paperwork however appropriate for your agency for audit purposes. Paperwork needs to be retained per the CT State Library Records Retention Schedules Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window Opens in a new window guidelines.  If you are unsure, please contact your agency’s records management liaison officer.


Non-Profit Auction Closes with No Results:

DAS Surplus Program staff will evaluate these on a case by case basis to determine the next step.  You will be informed via email on what to do next.

Scrap Auction:

  1. The auction was set up for an item clearly scrap (expired toner cartridges, broken mirrors) – SEE FAQ’s for specific questions about items deemed as “SCRAP”
  2. The selling agency must make a notation of Scrap in both the TITLE and the DESCRIPTION of the item along with an explanation as to why the item is SCRAP (what is wrong with this item) and PHOTOS must be attached. (See auction #1968815 as an example and to [Copy Item])
  3. Once it is reviewed by DAS Surplus Program staff it will be released and immediately stopped.
  4. DAS Surplus Program staff will make a notation giving authorization for scrapping the item.  The Auction number is now your authorization number for disposal/destruction.
  5. You will be notified of this result via email.
  6. No item should ever be disposed until a CERTIFICATE OF DESTRUCTION is received from DAS Surplus staff.