SECTION 260:80-1-21. Fair and equitable distribution

(a)   The Agent currently operates a warehouse to serve eligible donees. The Agent shall ensure fair and equitable distribution of property to donees based on their relative needs and resources and abilities to use the property. The Agent will generally have a firm requirement or an anticipated demand for any donable property requested. Factors to be considered in the fair and equitable distribution of property are:

(1)   Contemplated use and frequency of use of the property;

(2)   Criticality or urgency of need;

(3)   Ability to pay the required service and handling charge; and

(4)   Availability of funds to repair or maintain the property.

(b)   The Agent shall provide priority distribution to donees responding to disaster or emergency situations.

(c)   The Agent shall solicit advice from donees on types of items donees prefer to acquire from the agency.

(d)   The Agent shall offer donees opportunities to request specific items. This may be done by providing the donee with "search only" access to GSA's online computerized inventory of excess and surplus property. This may also be done by obtaining "want lists" for those items needed by donees.

(e)   The Agent may request GSA assistance to acquire specific items for a donee.

(f)   The Agent may authorize and assist with direct shipment of property to donees.

(g)   The Agent may provide property to eligible donees in another state pursuant to provisions of 41 CFR 102-37.265 and 41 CFR 102-37.335.

(h)   Eligible donees that wish to screen property at Federal holding agencies shall make a written request to the Agent. If approved, the Agent shall submit an Optional Form 92 (with the signature and an affixed passport style photograph of the screener applicant) to the GSA Regional Office. If approved, GSA will complete the Optional Form 92 and return it to the Agent. Screening approval for the Agent's personnel must also be requested from GSA with the Optional Form 92. The appropriate Agent personnel member or eligible donee will then be authorized to screen surplus property at Federal holding agencies. The Agent will maintain records of authorized screeners in accordance with 41 CFR 102-37.190.

(i)   When the donee has completed screening at a Federal holding agency, the donee will submit the screening sheet to the Agent. After review and final approval by the Agent, the item(s) will be frozen on behalf of the donee in GSA's automated inventory system. In situations where property being physically screened does not appear in the GSA automated inventory, the Agent shall first consult with GSA prior to submitting a manual SF 123 transfer document to confirm availability status of the property desired. If GSA approves use and submission of a manual SF 123, the donee will be notified when the actual transfer has been approved. Once transfer action (whether initiated by automated or manual means) has been approved by GSA, the donee shall make arrangements to remove the property from the holding agency. A donee may also pick up property directly from the holding agency or may make arrangements to have the property shipped directly to its location. The property will be subject to the same terms and conditions as property that is acquired through the Agent's warehouse.

[Source: Added at 31 Ok Reg 1482, eff 9-12-14]