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If you have extra equipment, materials, or supplies lying around your office, now is the perfect time to review your space for surplus property and organize for the New Year! Whether you need to offload a few desk chairs or you are looking for the perfect filing cabinet, the Surplus Property Program is here to help.

Regulations require State departments to declare surplus property periodically, to ensure that the Commonwealth realizes the maximum benefit from State-owned property. To do this, departments with surplus property must consult with State Surplus Property Coordinators Paul Guerino and Ted Bunnell, who ensure compliance with the surplus property policy, and oversee distribution and transfer of all State-owned personal surplus property.

You only need to complete one form – Form OSD 25 (Declaration of Surplus Property) – to declare surplus property. If there is no need on record for a particular piece of property, the item is listed in the Surplus Available to Departments and Public Entities document and offered to all public entities, free of charge. After 30 days, any surplus property not transferred to State departments is offered to cities and towns, who may acquire the item for a small administrative fee. After 50 days, nonprofits are eligible to receive the property, for the same fee as municipalities. Following 60 days of publication, Paul and Ted determine if the item should be offered to the general public.

Conversely, if you have a need to acquire property, the process is just as simple. First, peruse the Surplus Available to Departments and Public Entities document. Then, if you see anything you need, simply follow the directions on the memorandum and email Paul or Ted. Municipalities or nonprofits simply complete a short Surplus Request Form. If the item you need is not listed, State Departments may submit Form OSD 25-N (Declaration of Need).

Most vehicles and related equipment are sold at on-site public auctions. Currently, Auctions International Inc. is the awarded vendor to hold both on-site and online public auctions for the Commonwealth. These auctions are advertised on the Auctions International website, as well as in the auction section of the Boston Globe the Sunday prior to the auction. Additionally, an auction hotline (617-720-3199) provides information about sales. Generally, auctions are held from April to November, with approximately 10-12 auctions annually.

For more information, policies, and forms, please consult the Surplus Property Program’s webpage.

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