Illinois Administrative Code

Section 5010.710 Determination of Appraised Value a) For purposes of a sale of equipment to Priority Agencies, the appraised value shall be determined by the Administrator using prevailing industry standards and based on the condition of the property. b) Scrap metal shall be pric…

Section 5010.720 Notice of Sales of Transferable Equipment a) Notice of sales of transferable equipment shall be given to local Illinois government, Illinois school districts, and not-for-profit educational, charitable and public health organizations by means calculated to alert …

Section 5010.730 Terms of Sale to Priority Agencies a) Equipment must be paid for at the time of sale by check drawn on the account of the purchasing Priority Agency. b) All equipment is sold "as-is", "where-is". The State specifically withholds all implied or express warranties.…

Section 5010.740 Public Sale of Transferable Equipment In the event that an item of transferable equipment cannot be disposed of by transfer to a State agency or by sale to a unit of local government in Illinois, Illinois school districts, and not-for-profit educational, charitab…

Section 5010.750 Method of Sale a) All transferable equipment sold to the public shall initially be offered for sale to the highest bidder. b) The type of bidding procedure chosen for the sale shall be based on the amount, type and value of the property; applicable industry pract…

Section 5010.760 Frequency of Sales a) Frequency of public sales of transferable equipment shall be determined by Property Control Division. b) Property Control Division shall schedule sales in order to maximize the benefits that the State derives from such sales.

Section 5010.770 Notice of Public Sales a) All public sales shall be advertised at least once in a secular newspaper having general circulation in the county where the sale is to take place. b) Notices of sales shall give a description of the equipment offered for sale and list a…

Section 5010.780 Terms of Public Sale a) The State reserves the right to refuse any or all bids. b) The State reserves the right to waive formalities in bidding. c) All equipment is sold "as is", "where is". The State specifically withholds any and all implied or express warranti…

Section 5010.790 Alternative Methods of Sale In the event that an item of transferable property is offered for sale and no sale is made, the Department will ensure that these items of property ordinarily scrapped or disposed of by burning or by burial in a landfill will be examin…

Section 5010.800 Proceeds of Sales of Transferable Equipment a) All proceeds collected by the Property Control Division from the sale of transferable equipment shall be deposited in the State Surplus Property Revolving Fund. b) In the event the General Assembly has authorized ano…

Section 5010.900 Scrapping of State-Owned Equipment In certain instances, the re-sale value of the equipment may be so low or its condition may be so poor as to warrant scrapping.

Section 5010.910 Criteria for Scrapping Equipment shall be scrapped if: a) the equipment in question is damaged beyond repair; b) the equipment in question is so severely damaged that it is not economically practical to repair it; or c) if the value of the equipment in question i…

Section 5010.920 Permission to Scrap a) No item of equipment valued at $100 or more may be scrapped without the permission of the Department. b) An agency's request to scrap equipment must include: 1) type of equipment; 2) value; 3) condition; and 4) reason for scrapping. c) Perm…

Section 5010.930 Scrapping Under Special Circumstances a) Under special circumstances, equipment that would otherwise be transferred or sold may be scrapped, if scrapping offers the greatest economic advantage to the State. b) Agencies wishing to scrap this equipment must apply i…

Section 5010.940 Method of Disposal When an agency is authorized to scrap equipment, it shall be disposed of in the following manner: a) Scrap made of wood or paper may be burned or otherwise properly disposed of. b) Chemicals, plastics and other non-metallic scrap for which ther…

Section 5010.950 Sale of Scrap a) Scrap shall be disposed of by selling it to the highest bidder at public sale. b) Agencies shall be authorized by Property Control Division to sell the scrap collected by the agency. Authorization shall be granted if the criteria in Section 5010.…

Section 5010.960 Authorization to Sell Scrap a) When an agency accumulates a sufficient quantity of scrap to justify selling it, the agency shall request authorization from the Department to hold a scrap sale. b) All requests to hold scrap sales must include: 1) general descripti…

Section 5010.970 Notice of Sale a) All sales of scrap shall be advertised at least once in a secular newspaper having general circulation in the county where the property is to be sold. b) Notices shall specify type of scrap offered for sale, whether scrap is weighed or shall be …

Section 5010.980 Terms of Sales a) All scrap shall be sold by bid. b) Agencies may conduct the sale by sealed bid or by public auction. c) The selling agency is responsible for notifying the winning bidder. d) The State reserves the right to reject any and all bids. e) The State …

Section 5010.990 Payment for Scrap by Bidder a) Payment shall be made by credit card, check or money order, payable to Department of Central Management Services. b) If the scrap sold has been weighed before sale: 1) the winning bidder must present payment before removing the scra…

Section 5020.100 Authority The Illinois Surplus Property Section of the Department of Central Management Services is designated as the State Agency for Surplus Property Utilization and the State Agency for Federal Surplus Property responsible for administering the State Plan of O…

Section 5020.110 Policy a) The State Agency for Federal Surplus Property (SASP), administered by the Department of Central Management Services, shall regulate the accountability, and control of all personal property acquired from the United States of America under and in conforma…

Section 5020.120 Applicability a) This Part applies to any activity of the Department of Central Management Services pertaining to the acquisition, accountability, control, and distribution of all tangible personal property acquired by the State of Illinois through the Federal Do…

Section 5020.200 Determination of Eligible Recipients a) Organizations eligible to become recipients of Federal Surplus property include, but are not limited to: 1) Public agencies such as schools, airports, and public safety (law enforcement agencies and fire departments). 2) Lo…

Section 5020.210 Authorized Representative File Recipients without an authorization letter on file shall receive authorization when they provide a letter of official authorization.

Section 5020.220 Notice to the Public of SASP Activities a) The SASP shall participate in the discussion of the SASP's policy, procedure, and programs with potential participants. b) The SASP shall notify the public through marketing channels (e.g., website, email, social media) …

Section 5020.230 Cooperative Agreements When the SASP feels that it is advantageous to do so the SASP shall enter into cooperative agreements with recipients, other State governments and Federal agencies, when such cooperative agreements will increase the fair and equitable distr…

Section 5020.300 Distribution of Surplus Property a) The SASP shall make property available to eligible recipients on a fair and equitable basis. b) The following factors shall be considered in distributing property: 1) Relative needs. 2) Relative resources. 3) Ability to utilize…

Section 5020.310 Distribution of Major Items a) To ensure that recipients located some distance away from the General Services Administration (GSA) distribution sites receive their fair share of the major items of surplus distributed, such recipients may submit a "want list" to t…

Section 5020.320 Distribution of Small Items a) Small miscellaneous items such as nuts, bolts and washers shall be available to recipients to select and pick up at the GSA distribution sites or other designated sites. b) The quantity distributed to any one donee may be limited de…

Section 5020.330 Preference Given to Disaster Victims a) Recipients who experience a local disaster or loss of property due to fire, floods, tornadoes or other causes shall be given temporary priority during the emergency conditions for all requested surplus property. b) The SASP…

Section 5020.340 Competing Requests For Surplus Property a) When one or more potential recipients requests the same item of surplus property, the SASP shall award the item after considering each recipient's need, resources and ability to utilize. b) The decision of the SASP in su…

Section 5020.400 Conditions Placed on the Transfer of Surplus Property a) The SASP shall require as a condition of transfer: 1) That all items donated with an acquisition cost of $5,000 or less must be placed into use within one year of donation. 2) That all items donated with an…

Section 5020.410 Special Conditions on Transfer of Motor Vehicles a) All passenger motor vehicles donated shall be placed into use within one year of donation. b) All passenger motor vehicles donated must be used for eighteen months after being placed in use or otherwise returned…

Section 5020.420 Restrictions on Surplus Property Other Than Motor Vehicles Surplus property, other than motor vehicles, having an acquisition cost of $5,000 or more is subject to restrictions on its use, transfer and disposal for eighteen months from the date the property is pla…

Section 5020.430 Waiver of Conditions or Restrictions a) The SASP shall amend, modify or grant release of any term, condition, reservation or restriction the SASP has imposed on the transfer, use, or disposal of surplus property when: 1) The conditions which make the waiver neces…

Section 5020.440 Donation Document a) A recipient shall not be issued any surplus property until a donation document for the property has been signed by an authorized representative, as noted in the authorized representative file, of the recipient. b) A copy of each donation docu…

Section 5020.500 Service Charges a) The SASP may charge service fees in accordance with subsection (b). (See Sec. 4 of the Federal Surplus Property Act.) b) Service Charges. 1) The service charge shall be assessed at a rate to cover all costs involved in acquiring and distributin…

Section 5020.510 Criteria Used to Set Service Charges a) Total service charges collected shall be based on the pro rated expenses incurred annually by the SASP. Such costs include, but are not limited to charges for: 1) Personnel, 2) Transportation, 3) Utilities, 4) Fuels, 5) Tel…

Section 5020.520 Reduction of Service Charge At any point when audits reveal a surplus of working capital, the SASP shall reduce service charges until a balance between costs and income is achieved. SUBPART F: AUDITING AND COMPLIANCE REQUIREMENTS

Section 5020.600 Compliance Inspection a) The SASP shall conduct a regular survey to ensure that recipients are utilizing federal property in the correct manner and in compliance with applicable federal standards, guidelines or restrictions pursuant to 41 CFR 102-37.130 through 5…

Section 5020.610 Return of Donated Property a) In the event that the SASP determines that a recipient has not put an item of surplus property into use within one year of the receipt of the property or has not used the property in accordance with any special restrictions that migh…

Section 5020.620 Non-Utilized Surplus Property a) All property which has been in the possession of the SASP for 18 months which has not been distributed to eligible recipients shall be reported to the federal General Services Administration (GSA). b) Upon receiving authorization …

Section 5020.630 Report of Fraud or Misuse of Surplus Property Where the SASP uncovers evidence that there has been fraud in acquiring surplus property or misuse of surplus property, the SASP shall conduct a preliminary compliance review to determine if a formal investigation is …

Section 5030.100 Authority This Part is promulgated in accordance with Illinois Revised Statutes 1981, ch. 127, pars. 16, 63b13.18 and 63b13.22.

Section 5030.110 Provision of Telephone Service The State shall provide and pay for telephone service adequate to conduct State business, consistent with the telephone usage policy contained in Section 5030.130. (Source: Amended at 14 Ill. Reg. 19149, effective November 27, 1990)

Section 5030.120 Applicability This Part applies to all departments, officers, commissions, boards, institutions and bodies politic and corporate of the State except the General Assembly, legislative service agencies and all officers of the General Assembly. The telephone usage p…