State Surplus Computers, Laptops & Hard Drives – State Agency Procedures to Surplus

What's Next - Closing the Auction

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. A non-profit claims the item(s)
  4. The auction will close with no results/no sale

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.)
  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 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 PS Icon - Notes section and make a note of the pickup date/time.
  6. Print a copy of the Bill of Sale using the PS Icon - Bill of Sale icon.
  7. Print a copy of the completed Surplus of Computer-Laptop-Hard Drive form.  If the claimer only claims some of a Dutch auction, cross off the items that they are not picking up and only have them sign for the items they are picking up.  If there are any left over that need to be recycled, you will print off another copy and cross off any that were claimed for reallocation, and have the Electronics Recycler sign only for what they will be picking up.
  8. When the person arrives to pick up the item, verify their I.D. and have them sign the Bill of Sale and completed Surplus of Computer-Laptop-Hard Drive form for your records. You, as the agency representative, will also have to sign the Surplus of Computer-Laptop-Hard Drive form.  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.
  9. Once the Bill of Sale and the Surplus of Computer-Laptop-Hard Drive form 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.
  10. Click on NOTES PS Icon - Notes section of your Closed Auction.  Add the scans as attachments.
  11. 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.
  12. File your paperwork however appropriate for your agency for audit purposes. Paperwork needs to be retained per the CT State Library Records Retention Schedules 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 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 PS Icon - Notes section and make a note of the pickup date/time.
  5. Print a copy of the Bill of Sale using the PS Icon - Bill of Sale icon.
  6. Print a copy of the completed Surplus of Computer-Laptop-Hard Drive form.  If the claimer only claims some of a Dutch auction, cross off the items that they are not picking up and only have them sign for the items they are picking up.  If there are any left over that need to be recycled, you will print off another copy and cross off any that were claimed for reallocation, and have the Electronics Recycler sign only for what they will be picking up.
  7. When the person arrives to pick up the item, verify their I.D. and have them sign the Bill of Sale and completed Surplus of Computer-Laptop-Hard Drive form for your records. You, as the agency representative, will also have to sign the Surplus of Computer-Laptop-Hard Drive form.  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 and the Surplus of Computer-Laptop-Hard Drive form 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.
  9. Click on NOTES PS Icon - Notes section of your Closed Auction.  Add the scans as attachments.
  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 guidelines.  If you are unsure, please contact your agency’s records management liaison officer.


Non-Profit Claims the Item(s):

  1. The non-profit organization claims the item(s) for no charge.
  2. They contact the selling agency to arrange pickup.
  3. When contacted by the buyer, go to Auctions – Closed 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 PS Icon - Notes section and make a note of the pickup date/time.
  5. Print a copy of the Bill of Sale using the PS Icon - Bill of Sale icon.
  6. Print a copy of the completed Surplus of Computer-Laptop-Hard Drive form.  If the claimer only claims some of a Dutch auction, cross off the items that they are not picking up and only have them sign for the items they are picking up.  If there are any left over that need to be recycled, you will print off another copy and cross off any that were claimed for reallocation, and have the Electronics Recycler sign only for what they will be picking up.
  7. When the person arrives to pick up the item, verify their I.D. and have them sign the Bill of Sale and completed Surplus of Computer-Laptop-Hard Drive form for your records. You, as the agency representative, will also have to sign the Surplus of Computer-Laptop-Hard Drive form.  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 and the Surplus of Computer-Laptop-Hard Drive form 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.
  9. Click on NOTES PS Icon - Notes section of your Closed Auction.  Add the scans as attachments.
  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 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 determine the next step and you will be notified via email.

    a. Generally, this next step will be a recycle ticket authorization, which you will receive from the DAS State Surplus Program staff.
    b. If there is interest from another party, you will be informed that we are relisting for claim.
    c. If you would prefer to have the auction relisted instead of a recycle ticket, please email the DAS Surplus Program staff.

 

Recycle Ticket Issued

  1. No item should ever be disposed until a CERTIFICATE OF DESTRUCTION/RECYCLE is received from DAS Surplus staff. 
  2. If you receive a Recycle Ticket for your auction, you must use the vendor on contract to recycle electronic items.
  3. You will need to fill out the vendor's Service Order Form and then follow the instructions on the form for scheduling a pickup.
  4. You should also attach a copy of the completed Surplus of Computer-Laptop-Hard Drive form.
  5. Once you have a pickup scheduled with the vendor, please go to Auctions – Closed 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.
  6. Once you see the auction listed, click on the NOTES PS Icon - Notes section and make a note of the pickup date/time.
  7. The vendor will give you paperwork at the time of pickup or drop off.  Scan it and 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 #1850204 Notes for an example)
  8. Click on NOTES PS Icon - Notes 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 Recycle and give the Auction # as authorization.
  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 guidelines.  If you are unsure, please contact your agency’s records management liaison officer.