Property Reutilization and Disposal Section

Supervisor Property Reutilization and Disposal Section:

Michael Zindel
(301) 496-4247

Storing Property
Disposal Requirements

Storing Property

Does the NIH provide storage services?
The Personal Property Branch offers storage services for IC owned property at the Gaithersburg Distribution Center (GDC). The GDC is located at 16050 Industrial Drive, Gaithersburg, MD. We store a variety of items including scientific equipment, furniture, and boxes of supplies.  Items can be stored for as little as thirty (30) days or for as long as 4 years.

How are items stored? How much does storage cost?
Items are stored on the floor or on a pallet.
Items are stored on the floor when they exceed 36 inches in height. The rental fee is $2 per square foot per month based on measured area.
Items stored on a pallet can be loaded in a 48"x 48" x 36" area for $20.00 per pallet per month. Items on a pallet cannot exceed 36" in height. If the items do exceed this height, an additional pallet will be used and you will be charged accordingly.
How long can items be stored and how are rental fees charged to my account?
Items can be stored for as few as thirty (30) days or for as long as 4 years. The minimum charge for storage is one month's rent. Storage rental fees are charged against the IC's Common Account Number on the last day of each month.

How can I find out if there is adequate storage space for my items?
Before initiating the storage process, you need to develop a list of the items that you want to store. Your list should include the type of item and the number of each of these items. This will help us determine how much storage space you need. After formulating this list, copy and paste this information or attach to an email. Send your email to Storage Management at zindelM@od.nih.gov.
You will receive a response to your request as soon as possible.

How do I initiate the storage process and prepare my items for transport to the storage facility?
When you receive an affirmative response, you will also receive a storage form to complete. To initiate the storage process, complete the following procedure.

  1. Number each (piece of equipment, box, etc.) of the items that you want to store.
  2. Complete the storage form to include each numbered item, its description and decal number (if applicable).
  3. Copy the completed storage form so that you have one storage form for each item that you plan to store.
  4. Attach a copy of the completed storage form to each of the items that you are going to store prior to transport from your lab or office to the storage facility.

(NOTE: EVERY item from a lab must have a safety tag NIH Form-2683, "Certification that Equipment is Free from Hazards" showing that the item was cleared by the last user prior to shipping the items to the storage area. The safety tag has to be displayed prominently on the item. If the item is inside a box, then place a copy of the tag on the box with the original tag on the item in the box. Storage management will return at your expense any item that is potentially hazardous for storage that does not have a completed safety tag.)

Now that my items are ready for transport, what do I do next?
Contact the Division of Logistics Services (DLS) for transporting items to the GDC. They can be reached at 301-496-1546. You should send an email to at zindelM@od.nih.gov in advance to schedule your delivery to the GDC. When you call in your transportation request, let the DLS know that you have items that you want to store at the GDC and that these need to be shrink wrapped on a pallet unless the items meet the storage requirements for being stored on the floor (generally equipment such as hoods, refrigerators, etc.). The DLS may come and assess your storage property prior to pick up. To contact DLS with your transportation requirements, call DLS 496-1546. (NOTE: If any applicable items have not been shrinkwrapped on a pallet prior to arrival at the GDC warehouse platform, they are subject to return to you at your expense.)

How do I retrieve all or any part of my storage?
In order to retrieve all or any part of your storage, prepare an email. The email should include

  1. the date of your original storage request,
  2. your name, IC, phone number, building and room number,
  3. your PCO's name, phone number, building and room number and
  4. the item numbers and descriptions of what you wish to retrieve.

If you want to retrieve all of your storage, then you can note this instead of listing all of the items numbers and descriptions of every item. Once completed, email your retrieval request to zindelM@od.nih.gov.

You will receive a response as soon as possible. After you receive your response, you will need to contact the DLS at 301-496-1546 to arrange for pickup and delivery unless you drive to the GDC and pick the storage up yourself.  

Who is liable in the event that anything happens with my storage?
The Storage Management team rigorously endeavors to ensure the security and protection from damage of all equipment and materials stored at the GDC. Because the GDC is a facility of the U.S. Government, all items sent to the GDC for storage are self-insured by the IC. Therefore, the liability for any loss or damage to these items remains with the IC.

Is there anything else that I should know?
If stored items must be removed due to changing conditions or needs within the NIH community, IC personnel will be given at least four weeks notice prior to discontinuance of service so that you enough time to make other storage arrangements.

Who should I contact if I have additional questions?
For any additional questions regarding Storage Management, you can email Mr. Mike Zindel at zindelM@od.nih.gov or contact him by phone on 301-496-4247.

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Disposal Requirements

To comply with the Federal Electronics Challenge the NIH requires the following:

  1. NIH requires reuse and donation of electronics equipment to the maximum extent possible.
  2. NIH recycles broken, obsolete and otherwise unusable electronic equipment.
  3. NIH uses a GSA contract awarded and approved recycler. Due diligence was conducted by an on-site visit of the recycling facility. Please send all electronic excess to the NIH property warehouse for proper reuse and disposal.

Domestic Donations: Computers for Schools & Scientific Equipment
Foreign Donations
Sales of Government Property
The Disposition Process: Classifying, Preparing, Reporting and Transferring Property to the Personal Property Branch

Domestic Donations: Computers for Schools & Scientific Equipment

The following processes are available for Domestic Donations.

Program Application Process
We meet the criteria and agree to the terms and conditions, what must we do now to initiate the application process?
Using the following sample letter as a guide create a similar letter on your school's or educational nonprofit's letterhead. Complete the letter and obtain the necessary signatures.

Executive Order 12999: Educational Technology / Stevenson Wydler Donation Letter Guide
(Date)
Mike Zindel, Supervisor
Reutilization and Disposal Section
Personal Property Branch, Dock 12
National Institutes of Health, MSC 9674
16050 Industrial Drive
Gaithersburg, MD 20877

Dear Mr. Zindel:
I would like to request permission for [ name of school, county school district, or non-profit organization] to screen eligible property at the Department of Health and Human Services', Personal Property Management Office and/or Excess Property Facility with the purpose of obtaining excess federal property in accordance with The Executive Order 12999: Educational Technology or The Stevenson-Wydler Technology Innovation Act (select and include the appropriate program).

The following people are authorized to perform such screening:
Name of School/Non-Profit Organization:
ABC Middle School
Name(s) of Screeners:
Harry Jones School Property Officer
Marcia McCall Computer Sciences Instructor
The authorizing signature for all transfer documents for the issuance of property to our school/non-profit organization will be:
Name and Title         Sample Signature
Harry Jones, Property Officer*
*(This person should be one of the Screeners because transfer documents are prepared on site.)

The address for our organization is as follows:
Name of School/Non-Profit:
Address:
City, State, Zip Code
Phone number:
Fax:
E-mail Address:
Sincerely,
Signature of Principal or Department Head or Chair
Typed Name and Title

 

What do I do after completing the letter and getting the necessary signatures?
Mail your original request on your organization's letterhead to the address provided in the template. Once all of your organization's information has been verified and your organization has been approved to be in the program, an approval letter will be faxed to you along with further instructions.

When can I expect my approval letter?
If approved, your organization can expect letter to receive an approval within 3 weeks from the day that it is received by the program administrator.

How can I get directions to the GDC to screen and select the equipment?
Directions to the GDC can be obtained here.

Program Contact Information
Who can I contact for more program information?
For more information, contact Mike Zindel, ZindelM@od.nih.gov or (301)496-4247.

Program Criteria
What are the criteria to be considered for the NIH Computer in Schools donation program?
In order to be considered for the program, your school or educational nonprofit must meet the program's eligibility requirements. These include the following:

  1. Your school must be a public, private, or parochial school serving kindergarten through 12 th grade students.
  2. Your educational nonprofit must
    1. Serve pre-kindergarten through 12th grade students.
    2. Be tax-exempt under section 501(c) of the U.S. tax code.
    3. Operate exclusively for the purpose of education.

Are there any additional criteria for the NIH Computer in Schools donation program?
Educational nonprofits must provide a copy of its 501(c) documentation with its letter to participate in the program. Statements within the application letter must be included describing the educational activities of the non-profit (such as number of students, grades, teachers, and how the organization operates exclusively for the purpose of education). A non-profit organization must also be able to produce written proof that it is accepted and qualified for participation in the Computers for Learning Program operated by GSA prior to acceptance to the NIH program. This can be obtained by applying online to their program at http://computersforlearning.gov/.

What are the criteria to be considered for the Stevenson-Wydler Federal Technology Innovation Act?
NIH interprets the act to apply primarily to colleges, universities and non-profits that are actively conducting scientific education in a research environment.

Program Terms and Conditions
If I meet the criteria of either program, do I have a right to be in the program?
No. This executive order is not intended and should not be construed, to create any right or benefit, substantive or procedural, enforceable at law by a party against the United States, its agencies, or its employees for either program. If you are accepted into the Stevenson-Wydler program, then you must know that the types and amounts of property considered research equipment and that are available for donation are at the program administrator's discretion.
What terms and conditions should I know about prior to applying?
When a school or non-profit educational organization is accepted into and actively participates in its respective program, it agrees to the following terms and conditions and that:

  1. NIH has the right to conduct quality assurance inspections/audits (onsite, telephonic, etc.) of the donated property at any time to insure it is being used in accordance with the requirements of the program and the law.
  2. Screeners or authorizing officials from a school or organization participating in the program will be employees of the school or organization. The screeners or authorizing officials will be the same ones authorized in your letter application and that each screener will have identification to this effect. No "middle-man" arrangements are allowed . NIH employees cannot represent a school even if they have a future appointment to a school.
  3. It will notify NIH's program office in writing of any changes in the status of its screeners or authorizing officials so that the organization's screener list remains accurate.
  4. It will not sell, trade, or donate the property that has been donated to the organization for three years.
  5. It will keep accurate disposition records of the property. Donee certifies that disposal of any donation property from this program will be done in compliance with all local, state, and federal environmental laws. Donee assumes all liability for failure to comply with these laws upon disposal of donated property.
  6. NIH has the right to limit quantities of donated property requested by a school or non-profit if deemed necessary by the Program Administrator. The number of days a school or non-profit organization can participate a week or annually can also be limited by the Program Administrator. Quantity determinations will be based on number of students and the actual needs of a school or non-profit in terms of equitable fairness when it comes to other participants in the program. The Program Administrator can also terminate participation of a school or non-profit if it does not comply with the program's terms and conditions, warehouse rules, fairness to other participants or if it is determined to be in the best interest of the U.S. Government.
  7. All costs associated with transporting the donated property shall be the responsibility of the school/non-profit. All donated property will be removed the same day of title transfer/donation unless other arrangements are made with prior approval of the Program Administrator. Failure to comply with this policy may result in cancellation of the donation and possible removal from the program.
  8. It will submit in writing annually by September 30th an updated letter with current and accurate organizational information, screeners, etc. to maintain active status in its respective program.

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Domestic Donations: Foreign Donations

What is a foreign donation or loan and who must it benefit?
The National Institutes of Health allows for the limited donation or loan of excess (unneeded) property to foreign entities (individuals and organizations) as permitted by federal regulations and Public Law 93-353. Donations or loans are only permitted when they will clearly benefit the health of the United States public. Foreign loans/donations cannot be foreign aid (i.e. a gift to help a lab/institution/hospital/humanitarian institution with limited funds) or the like. You cannot buy new property for foreign loan or donation purposes. NIH does not have delegated authority from the U.S. Congress to provide any foreign aid to other countries. Providing foreign aid is illegal.

What is excess (unneeded) property?
Excess (unneeded) property is property that DHHS no longer requires for performance of any of its activities by any of DHHS' agencies. ICs should note that, any internal DHHS requirement legally overrides any foreign or domestic loan or donation request. PPB may screen these donations with NIH and other DHHS components to ensure that no internal requirement exists.

How do I know if my property qualifies as excess property? How can I start the foreign donation/loan process?
When PPB receives your written donation or loan request, the property will be screened throughout NIH for the appropriate time as required by the FAR. If the property is not required during the screening process, then the written request will continue through the foreign donation/loan process until it is ultimately approved or denied. To begin the foreign donation/loan process, the initiating NIH activity must complete NIH Form 2489_1 Record of Loan/Donation of Personal Property to Foreign Countries."

How do I complete NIH Form 2489_1 Record of Loan/Donation of Personal Property to Foreign Countries?
IC personnel must complete blocks one through eleven of the form. Block five must specify the name of the receiving individual (and not an institution) in order to be processed. The justification for foreign donation or loan (block seven) of federal property must specifically state the benefit to the U.S. Public Health. Block seven must include and finish the following statement:
"This loan/donation will benefit the U.S. Public Health by......."
This completed statement must be included in order for the form to be processed. [NOTE: Please remember that foreign loans/donations cannot be foreign aid (i.e. a gift to help a lab, institution, hospital, humanitarian institution or the like) which is illegal. NIH does not have delegated authority from the U.S. Congress to provide any foreign aid to other countries. The PPB must return requests without justification or requests that do not clearly explain the benefit to the health of the US public.]

What do I do after I have completed blocks one through eleven?
After completing the blocks and obtaining all signatures as indicated, forward the original documentation to:
Mr. Mike Zindel, Supervisor 
Property Utilization Section
Personal Property Branch, Dock 12
National Institutes of Health, MSC 9674
16050 Industrial Drive
Gaithersburg, MD 20877

How long will processing take after I send the form to PPB?
Once received by PPB, processing through NIH upper management normally takes about three weeks.

What should I know about the foreign donation/loans process?
Approvals and Denials
Foreign donations can and have been denied. Do not ship any federal property prior to receiving donation/loan approval from this PPB. The Personal Property Branch will not process foreign donation/loan documentation if the property has already been shipped and is no longer at the NIH. Processing foreign donation/loan documentation after the fact is illegal.
Foreign Donation/Loan Shipping Costs
In general, the shipping cost for a foreign loan or donation should be borne by the recipient of the loan or donation and not the NIH IC. Shipping cost responsibility will be evaluated for each donation on a case-by-case basis.

What happens after the form receives NIH approvals?
Once all approvals have been received, the appropriate NIH offices will be notified and documentation provided. Property to be donated or loaned can then be shipped.

How should the approving paperwork be managed?
If the approval is for a foreign loan, the IC property or donating lab personnel should keep all approval documentation for reconciling future inventories (and as proof that the property is not lost or stolen). If the approval is for a foreign donation and accountable, decaled property is involved, you must contact your IC Property Custodial Officer. The IC Property Custodial Officer must transfer the decal number to a designated PPB code to remove the item from your responsibility and from the IC's inventory listing. This will help you and the IC avoid accountability problems in future inventory inspections. Contact PPB at 301-496-6606 for additional information about this process.

Who should I contact if I have other questions on the foreign donations/loans process?
Any additional questions that you may have in this area can be addressed by Mr. Mike Zindel, who can be reached at zindelm@od.nih.gov or 301-496-4247.

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Domestic Donations: Sales of Government Property

How can I search for excess government property that I want to purchase for my own personal use?
There are several websites that can be used as resources when trying to find excess government property that you want to purchase for your own personal use. These sites include shopping and auctions at FirstGov.

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Domestic Donations: The Disposition Process: Classifying, Preparing, Reporting and Transferring Property to the Personal Property Branch

What do I do if I have property that I no longer need?
Any government property (anything purchased with NIH or federal funds) that you possess and no longer have a need for cannot be thrown or given away. When you no longer need the property, you must turn it in for other authorized uses. The primary goal of federal property disposal programs is making maximum use of property within the Government before acquiring a new item or disposing of the old item through various government programs. Recycling or reutilizing property saves federal tax dollars. All property that you want to dispose of must be classified, prepared, reported and transferred to the Personal Property Branch for reuse or disposal.

Classifying Property for Disposal
To properly classify and prepare your property for disposal, you must answer all of the following questions and perform all of the necessary preparatory requirements to complete the disposal process.

  1. Is your property hazardous by nature or hazardous by use?
  2. Is your property from a lab?
  3. Is your property computer equipment?
  4. Is your property accountable or non-accountable?

Is your property hazardous by nature or by use?
Certain types of property are hazardous by nature because they include hazardous components or materials. Property that is hazardous by nature includes any equipment that includes a radioactive source as well as equipment such as biological hoods, refrigerators and freezers. Items which are hazardous by use include equipment with batteries, equipment with lead plates, mercury containing equipment, and needles, etc. If you are unsure if your property is hazardous by nature or by use, contact DPPS. Contact information is provided at the end of this section.

Is your property from a lab?
All property (lab equipment, computers, furniture, etc) and supplies that have ever been used in a laboratory is considered property from a lab.

Is your property computer equipment?
Computer equipment includes the monitor, everything in the chassis (the box with the CPU and hard drive), printers, scanners, and laptops, etc. These items are accountable. Mice, keyboards, modems, speakers and components are not.

Is your property accountable or non-accountable?
It is always best to have your Property Custodial Officer (PCO) check the property to determine whether or not it is accountable. Accountable property is property, which is subject to controls because of the property's high value, potential for misuse or theft or risk to public and environmental health or safety. Accountable items normally include items valued at over $5,000 when new and items considered sensitive. Accountable items normally display an NIH property decal with a bar code readable identification number. Some examples of accountable property include cameras/lenses, CPUs, monitors, printers, firearms, gamma counters, liquid scintillation counters, laptops, etc. Some examples of non-accountable property include furniture, supplies, some low cost lab equipment, books, journals, etc.

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Last Modified On: Nov 30, 2012