General Services Administration
Transfer Order-Surplus Personal Property and Continuation Sheet; Standard Form (SF) 123/123-A,
3090-0014
Justification – Part A Supporting Statement
Overview of Information Collection: This is a request for a Revision to an Existing Collection, the SF-123. The SF-123 collects information related to property transfers that take place between the federal government and state agencies for surplus property (SASPs).
Minor grammatical changes were made to the SF-123 terms and conditions. Additionally, due to the implementation of EO 14173, the following language was added to the SF-123 terms and conditions:
As directed by EO 14173, the State Agency and potential donees of this agreement must agree that its compliance in all respects with all applicable Federal anti-discrimination laws is material to the government's payment decisions for purposes of section 3729(b)(4) of title 31, United States Code; and does not operate any programs promoting DEI that violate any applicable Federal anti-discrimination laws.
Need & Method for the Information Collection.
The Standard Form (SF) 123/123-A is required by the Administrator of General Services to carry out her discretionary authority under 40 U.S.C. to transfer Federal surplus personal property for donation. The statutory language is as follows:
40 U.S.C. 549 - Sec. 549. Donation of personal property through state agencies. (b) Authorization. - (1) In general. - The Administrator of General Services, in the Administrator’s discretion and under regulations the Administrator may prescribe, may transfer property described in paragraph (2) to a state agency.
2. Use of the Information.
If the forms were to be discontinued, the Government would lack a regulated legal instrument to donate its surplus property as required by law. This is not purely a document for public informational purposes, but rather, the SF-123/123-A serves as the instrument for transferring Government surplus property to eligible recipients. Initially, the form is used to make a request for donable property. When the property request is approved, the form becomes a binding agreement between the Government and the State Agency for Surplus Property (SASP) for the benefit of the recipient that spells out the terms and conditions under which the property is being transferred. The form is authorized for use by—
a. SASPs requesting transfer approval of property to public agencies for public purposes, such as conservation, economic development, education, parks and recreation, public health, public safety, programs for the homeless, and programs for the elderly; to nonprofit educational or public health activities, including programs for the homeless; and to nonprofit activities that conduct programs for the elderly;
b. Service educational activities (any educational activity designated by the Secretary of Defense as being of special interest to the armed services. Includes maritime academies or military, naval, Air Force or Coast Guard preparatory schools and the following national organizations: American National Red Cross, Armed Services YMCA of the USA, Big Brothers/Big Sisters of America, Boy Scouts of America, Boys Clubs of America, Campfire, Inc., Center for Excellence in Education, Girl Scouts of the USA, Little League Baseball, Inc., National Ski Patrol System, Inc., Naval Sea Cadet Corps, Operation Raleigh, United Service Organizations, Inc., United States Olympic Committee, and the Young Marines of the Marine Corps League); and
c. Public airport managers and State aeronautical commissions for public airport purposes.
d. Small Business Administration (SBA) 8(a) Business Development Participants (SBA 8(a)) and Veteran-owned Small Businesses (VOSB) to support and grow their business (pursuant to an MOA between SBA, GSA and the donating SASP).
3. Use of Information Technology.
4. Non-duplication.
5. Burden on Small Business.
SBA 8(a)s and VOSBs can receive surplus property under 15 U.S.C. 636(j)(13)(F) and 15 U.S.C. § 657b (g), respectively through a State Agency for Surplus Property (SASP) in states that participate and have a signed GSA-SASP-SBA Memorandum of Agreement. The SASP fills out and signs the SF-123 thus eliminating any burden to the SBA 8(a) or VOSB.
6. Less Frequent Collection.
7. Paperwork Reduction Act Guidelines.
Not applicable. No special circumstances.
8. Consultation and Public Comments.
A 60-day notice was published in the Federal Register at 90 FR 4743 on January 16, 2025. No comments were received. A 30-day notice was published in the Federal Register at 90 FR 16877 on April 22, 2025.
9. Gifts or Payment.
GSA did not provide any payment or gift to the respondents.
10. Privacy & Confidentiality.
11. Sensitive Questions.
12 & 13. Burden Estimate.
The estimated number of responses annually is 23,364. 1% of the responses are done manually (153 forms) requiring an estimated 8 minutes (.13 hours) to prepare. The other 99% of the forms (23,211 forms) are completed electronically, requiring an estimated 1 minute to prepare (.017 hours), for a total of 414.48 burden hours. The hourly wage ($30) is an estimated average provided by the National Association of State Agencies for Surplus Property (NASASP) leadership.
Respondents (manual): 153
Hours per response: x .13
Burden hours: = 19.89
Respondents (electronic): 23,211
Hours per response: x .017
Burden hours: = 394.59
Total Annual Responses: 23,364
Total Annual Burden Hours: 414.48
Cost Computation (SF-123/123-A)
Hourly Wage $30.00
Total Burden Hours X 414.48
Annual Hour Burden Cost to Respondents =$12,434
The cost per response is estimated at $ .36. There is no additional cost to respondents.
14. Estimated cost to the Government.
The total number of responses is estimated to be 23,364 each year;
Reviewing and processing each response should take approximately 1.5 minutes;
23,364 X 1.5 = 35,046;
35,046 divided by 60 = 584.1 Burden Hours.
Burden Hours 584.1
Average Cost/Hr X $60.69
Total Government Cost =$35,449.11
The estimated annual cost to the taxpayer is $35,449.11 using the above reference of 584.1 burden hours x $60.69 per hour (GSA Allocating Official Average Salary).
15. Reasons for changes.
The number of SF-123/123-A’s processed in this program is driven by the amount of property made available for donation by Federal agencies and the demand for donations experienced by the SASPs. The amount of surplus property Federal agencies make available for transfer to the States fluctuates from year to year, and the demand for such property by the States for their donation customers also fluctuates from year to year. These fluctuations are independent of each other. GSA has no control over either of these factors and cannot predict how they might change over time.
The Total Government Cost has increased since the last submission of this justification. In addition, the average cost per hour was calculated using the GSA Allocating Official’s average salary to more accurately reflect the cost to the Government.
The number of respondents and number of burden hours has decreased over the past three years, but was offset by higher labor cost, leading to a slightly lower calculated Total Government Cost ($35,449.11). GSA could not determine how the salaries were calculated three years ago, so the current figure is an average based on existing salary wages in relevant locality pay regions.
Additionally, the following language was added to the SF-123 terms and conditions:
As directed by EO 14173, the State Agency and potential donees of this agreement must agree that its compliance in all respects with all applicable Federal anti-discrimination laws is material to the government's payment decisions for purposes of section 3729(b)(4) of title 31, United States Code; and does not operate any programs promoting DEI that violate any applicable Federal anti-discrimination laws.
16. Publicizing Results.
17. OMB Not to Display Approval.
18. Exceptions to "Certification for Paperwork Reduction Submissions."
19. Surveys, Censuses, and Other Collections that Employ Statistical Methods.
Not applicable.
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| File Modified | 0000-00-00 |
| File Created | 2025-05-19 |