Purchasing State Surplus Property

What is Surplus Personal Property?

The Illinois Department of Central Management Services administers a program in which the public can purchase surplus personal property. It is state property that has reached its life expectancy or property that must be replaced for safety or economic reasons. Also included are items that are obsolete or in excess of the state's needs. Numerous items are available including: operable and inoperable vehicles, scrap metal, office equipment, electronic data processing equipment, and laboratory equipment.

Usable surplus property is sold at regular intervals in public auctions at the State Surplus Property Warehouse located at 1923 South 11th Street, Springfield. Scrap metal and equipment not easily moved are sold "on-site" by sealed bids at the request of the holding agency.

Announcement of Auction

Sales are advertised in the official state newspaper and at least once in a newspaper having general circulation in the county where the auction is to take place. If you need information regarding the current state newspaper, contact the Division of Property Control at (217) 782-7786 or TDD: (217) 785-3979. Auction/bid notices are mailed to individuals on the mailing list(s) at least three weeks prior to the auction.

Mailing Lists & Bid Forms

Mailing lists of prospective bidders are maintained for many categories of property. A $20 annual fee is required for each fiscal year (July 1 - June 30).

Anyone interested in having his/her name included on the mailing lists should send their name, address and categories of interest along with the $20 fee to:

Department of Central Management Services
State Surplus Property Control
1924 South 10 1/2 Street
Springfield, Illinois 62703
(217) 782-7786

Make checks payable to: State Surplus Revolving Fund. Categories include Vehicle Auctions, Property Auctions, Scrap Metal, On-Site Property Sales, and Data Processing Equipment.

Bidder mailing lists are canvassed periodically to determine interest. Failure to respond to the canvas results in removal from the mailing list. Reinstatement requires resubmitting the Bidder Mailing List Application.

A bid form is mailed to all persons on the mailing list. The bid form provides detailed information on the property offered for sale (location, condition, quantity, dates available for inspection, time and date of bid opening, payment, and removal details) in each specific category. Also, the bid form is used for presentation of a sealed bid for scrap metal, on-site property sales, and data processing equipment.

General Public Auctions

Public Auction: Usable vehicles and equipment are generally offered for sale by public auction. Vehicles and large equipment are offered individually, with smaller or less expensive items offered in lots. Terms of payment at the public auctions are: cash, cashier's check, money orders, or travelers' checks in increments of $100.00 or less. Personal or business checks will be accepted if accompanied by a bank letter which guarantees payment. The letter must be issued by a bank stating that the credit of a depositor is in good standing and that the bank guarantees his/her check up to a specific amount through a specific date. These letters should also state that they cover the purchase price of State of Illinois property only. All letters of credit must be approved prior to the sale.

Sealed Bid: Scrap metal and on-site property are offered for sale by sealed bid. Sealed bids must be presented on an official bid form on or before a specified bid opening date. Successful bidders are notified of their award by mail after the public bid opening.

Awards

Awards are made to the highest bidder complying with the terms of the sale. The state reserves the right to reject bids when, in the opinion of the state, the bid does not represent a fair price or when the bidder is considered unable to meet the terms and conditions of the sale.

Sales to Local Governments, Educational Institutions, and Charitable Organizations

These sales are to units of local government, educational institutions, and charitable organizations. Representatives from these groups are encouraged to visit the surplus property warehouse between 8 a.m. and 4 p.m., Monday through Friday.

Equipment with an initial purchase price of less than $10,000 shall be priced for sale to units of local government at a minimum of:

1. 15 percent of the initial price if the equipment is in good condition and less than five years old; or
2. 10 percent of the initial purchase price if the equipment is five or more years old; or
3. A realistic market price if the equipment is in extremely poor condition or has little value.

Equipment must be paid for at the time of sale by a check drawn on the account of the purchasing organization. Personal checks will not be accepted.

There are some restrictions on units of local government regarding the disposal of equipment purchased from state surplus property. For information on these restrictions, please call the Division of Property Control at (217) 782-7786 or (217) 785-6903 or TDD: (217) 785-3979.

General Information

Equipment must be paid for at the time of sale. Property cannot be removed until full payment has been made by the successful bidder.

• All equipment is sold "as is." The state withholds all implied or expressed warranties. Bidders are responsible for inspecting the condition of the property prior to bidding.
• Property must be removed from state premises within the prescribed time limits. The state does not make any arrangements for removal of property for buyers.
• Special conditions and restrictions may apply to the sale of certain types of property. All other sales are open to the general public.
• The state reserves the right to withdraw from sale any item(s) advertised for sale at any time prior to the date of the sale. The state may not donate property to individuals or organizations.
• For additional information, contact Department of Central Management Services, State Surplus Property Control, 1924 South 10 1/2 Street, Springfield, Illinois 62703, or call (217) 782-7786 or (217) 785-6903 or TDD: (217) 785-3979.