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 'claiming' 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. When the auction comes up, click on the NOTES  section and make a note of the scheduled pickup date/time.
6. The Bill of Sale must be signed, either from hard copy (printed using the  icon), or electronically if you have a tablet available.
7. The completed Surplus of Computer-Laptop-Hard Drive form also needs to be signed. 
   a. If the claimer only claims some of a Dutch auction, cross off items not being picked up and only have them sign for items being picked up. 
   b. If there are any left to be recycled, print another copy and cross off any that were claimed for reallocation, and have the Electronics Recycler sign only for items being picked up.
8. When the person arrives to pick up, verify the 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 sign the Surplus of Computer-Laptop-Hard Drive form. 
   Note:  If the person has a representative pick up their auction, they must email the specifics in           advance, and that is the I.D. to verify at pickup.
9. Once the Bill of Sale and the Surplus of Computer-Laptop-Hard Drive form is signed, scan it (if printed) and the I.D. together (place it on the bottom of the Bill of Sale).
   Note:  If a scanner is not available, put the ID on the receipt and take a photo to upload.
10. Click on the NOTES  section of the Closed Auction.  Add the scans as attachments.
11. To retire an inventory item (asset), Core should be updated as Retired due to Recycle, using the Auction # as authorization.
12. File paperwork per agency policy for audit purposes.  Paperwork (incl. electronic docs) must be retained per the CT State Library Records Retention Schedules guidelines.  If there are questions, 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 and the DAS Business Office will bill the town for                       amount owed.  Payment does not need to be completed prior to pickup.
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. When the auction comes up, click on the NOTES  section and make a note of the scheduled pickup date/time.
5. The Bill of Sale must be signed, either from hard copy (printed using the  icon), or electronically if you have a tablet available.
6. The completed Surplus of Computer-Laptop-Hard Drive form also needs to be signed. 
   a. If the claimer only claims some of a Dutch auction, cross off items not being picked up and                only have them sign for items being picked up. 
   b. If there are any left to be recycled, print another copy and cross off any that were claimed for            reallocation, and have the Electronics Recycler sign only for items being picked up.
7. When the person arrives to pick up, verify the 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 sign the Surplus of Computer-Laptop-Hard Drive form. 
   Note:  If the person has a representative pick up their auction, they must email the specifics in
           advance, and that is the I.D. to verify at pickup.
8. Once the Bill of Sale and the Surplus of Computer-Laptop-Hard Drive form is signed, scan it (if printed) and the I.D. together (place it on the bottom of the Bill of Sale).
   Note:  If a scanner is not available, put the ID on the receipt and take a photo to upload.
9. Click on the NOTES  section of the Closed Auction.  Add the scans as attachments.
10. To retire an inventory item (asset), Core should be updated as Retired due to Recycle, using the Auction # as authorization.
11. File paperwork per agency policy for audit purposes.  Paperwork (incl. electronic docs) must be retained per the CT State Library Records Retention Schedules guidelines.  If there are questions, 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. When the auction comes up, click on the NOTES  section and make a note of the scheduled pickup date/time.
5. The Bill of Sale must be signed, either from hard copy (printed using the  icon), or electronically if you have a tablet available.
6. The completed Surplus of Computer-Laptop-Hard Drive form also needs to be signed. 
   a.  If the claimer only claims some of a Dutch auction, cross off items not being picked up and                only have them sign for items being picked up. 
   b.  If there are any left to be recycled, print another copy and cross off any that were claimed for            reallocation, and have the Electronics Recycler sign only for items being picked up.
7. When the person arrives to pick up, verify the 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 sign the Surplus of Computer-Laptop-Hard Drive form. 
   Note:  If the person has a representative pick up their auction, they must email the specifics in          advance, and that is the I.D. to verify at pickup.
8. Once the Bill of Sale and the Surplus of Computer-Laptop-Hard Drive form is signed, scan it (if printed) and the I.D. together (place it on the bottom of the Bill of Sale).
   Note:  If a scanner is not available, put the ID on the receipt and take a photo to upload.
9. Click on the NOTES  section of the Closed Auction.  Add the scans as attachments.
10. To retire an inventory item (asset), Core should be updated as Retired due to Recycle, using the Auction # as authorization.
11. File paperwork per agency policy for audit purposes.  Paperwork (incl. electronic docs) must be retained per the CT State Library Records Retention Schedules guidelines.  If there are questions, 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?'  Ignore this email.  You cannot relist the auction.
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 will be issued via email.
   b. If there is interest from another party, you will be informed the auction is being relisted for claim.
   c. If your agency prefers to have the auction relisted instead of getting 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 Program staff. 
2. When a Recycle Ticket is received, the vendor on contract must be used to recycle/dispose of electronic items.
3. Contact the vendor and follow the process to schedule a pickup.
4. The completed Surplus of Computer-Laptop-Hard Drive form should be provided to the vendor (electronically or printed, per their instructions).
5. Once a pickup is scheduled, 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. When the auction populates, click on the NOTES   section and enter the scheduled pickup date/time.
7. At the time of pickup/drop-off, the vendor will provide paperwork.  Scan it for your records.
   Note:  If a scanner is unavailable, take a photo to upload.
8. Click on the NOTES  section of Closed Auction.  Add the scan as an attachment.
9. To retire an inventory item (asset), Core should be updated as Retired due to Recycle, using the Auction # as authorization.
10. File paperwork per agency policy for audit purposes.  Paperwork (incl. electronic docs) must be retained per the CT State Library Records Retention Schedules guidelines.  If there are questions, contact your agency’s records management liaison officer.