Surplus Property & Recycling Program

Procedure to Turn in Surplus Property

1. Submit a Declaration of Surplus Property (DSP) form to the Surplus Property & Recycling Program (SPR). The DSP form may be submitted online using the link below.
2. Once Surplus Property has received your DSP, you will be contacted to schedule a pick up date. If an agency prefers to deliver the surplus property, the agency should notify SPR before delivery.
3. After the property is picked up, it is received on inventory, priced and made available for agencies, donees or the public to purchase.

Disposal Guidelines

Surplus Property can pick up your items in the Helena area free of charge. Anticipate that surplus needs a one week notice to schedule pickups of Helena area items. Agencies must prepare property for efficient pickup: Property in Helena must be in one designated area on the ground floor, on a floor with an elevator or on the loading dock of your building at your scheduled pickup time. Call 444-9924 to find out the designated area in your building. Agencies will be responsible for delivering oversized items to the surplus warehouse unless we can arrange to sell them on location.

Surplus is not obligated to accept valueless items or move them to the dump or recycling center nor do they move furniture from one location to another. If an Agency does not have access to appropriate moving equipment, in Helena contact GSD's Facilities Management Bureau at 444-3060. An outside moving company may need to be hired to provide hauling services for your agency.

Items that surplus cannot take includes but is not limited to:

• Microfiche readers & accessories, fax machines, used desktop printers, tube televisions and monitors.
• Used office supplies such as binders, folders, staplers and calculators.
• Hazardous materials & waste including paints, solvents, items containing Freon or asbestos, explosives, flammables, oxidizers, poisons, irritants, corrosives, pesticides, etc.
• Cubicle and modular furniture (see below for details).

Some of these items can be recycled at GSD's quarterly recycling drives in Helena or can be dropped off at Pacific Steel and Recycling. DEQ should be contacted for proper disposal of items containing hazardous materials. Contact State Procurement for current e-waste contract information.

Computers: OPI handles all surplus computers per MCA 18-6-101. Please contact OPI's computer coordinator at 495-9695 for more information. No other surplus method will be authorized for functioning computers. (Surplus accepts other electronics such as cameras, GPS units, cell phones, radios, etc.)

All vehicles, ATV's, trailers, snowmobiles, boats, etc. must have keys and original titles turned in with the vehicle. Please contact surplus at 444-9921 if you need assistance with getting replacement titles. Surplus will sign off on all titles. Vehicles should be turned in clean with all identifying decals removed. Please list known mechanical issues on these items so that we can properly represent them for sale. Surplus reserves the right to charge agencies for removing decals and for minor incidental items that improve the salability of the vehicle such as batteries.

Areas outside of Helena: We can sell many items located in outlying areas using our online auction service. This saves travel time and expense by avoiding hauling the items to Helena. Call 444-9924 to discuss whether your agencies surplus items can be disposed of this way. Alternately, consider sending your surplus items to Helena when you have personnel traveling back and forth for meetings, etc. as this too will save travel expenses. Please submit the surplus form and we will discuss the best way to handle your individual items.

Cubicle/Modular Furniture: It is best to contact surplus property before these items are disassembled so that we can try to transfer them to another agency or entity that may be looking for them. Once they are disassembled, assembly for the next user becomes difficult so if they can see the units whole they may be able to make a better decision about obtaining them. If we cannot find a new home for your cubicle units, you will be responsible for dismantling them and hauling them to Pacific Steel for recycling as we are not able to warehouse them at this time. If your office is looking for cubicle furniture, please let us know so that we can put you on a list to contact when it does become available.

Remember: Please make sure all file cabinets, storage cabinets and safes are unlocked and files removed. Surplus is not responsible for confidential records that are sent in file cabinets and will not accept safes and cabinets that are locked.

Moving: When an agency moves from one building to another, contact surplus property as soon as possible to discuss what to do with any surplus that arises from the move. Depending on agency deadlines and the volume of items destined for surplus, the agency may need to hire an outside moving company to deliver surplus items to the surplus warehouse.

Extra-large items or items requiring a CDL to operate: Agencies will be responsible for delivering those items to the surplus yard in Helena unless we can arrange to sell them on location.

Drop-offs: Agencies may choose to deliver their surplus to the warehouse at 16 W Custer Ave in Helena. A Declaration of Surplus Property form is required. Please notify program staff before delivery.

Surplus maintains a warehouse located at 16 W Custer Ave, Helena, MT, where State agencies can view items in person. The warehouse and lot are open for agency purchases from 7:00 a.m. until 4:00 p.m. every work day except for the week of the public garage sale. Warehouse services are limited on the Thursday before a garage sale to allow staff to set up the sale.

Shop at surplus when your office needs furniture. We have a great selection of desks, file cabinets, chairs, tables, bulletin boards and shelves available at a fraction of the cost of new. Delivery may be available for state agencies located in Helena. Delivery charges may apply. We also have an ever-changing selection of vehicles, tools and equipment. Let us know what you are looking for. If we don’t have it, email DOASurplusProperty@mt.gov to put your request on our ‘want list’ and let you know when it becomes available.

Purchases must be charged to the receiving entity and paid by interunit journal or by check. No cash payments will be accepted. Each eligible organization maintains a list of authorized signers. Call (406) 444-9921 to find out who in your organization can authorize your purchases. Any necessary title work will be completed by Surplus Property and forwarded to your state agency or county courthouse after an item is paid for. Temporary registration permits are available for titled items.

The public is welcome to attend monthly garage sales of state surplus property held at the surplus warehouse located at 16 West Custer Avenue in Helena usually held on the second Friday morning of every month. Property may include file cabinets, office chairs, desks, tables, electronics, tools, shop equipment, pocketknives and many miscellaneous items.

How It Works

• Sale hours are 8:00 a.m. until 12:00 noon.
• All items are tagged. If an item is too large to carry, remove the tag and bring the tag to the sales counter to pay.
• If there is no tag on an item, it is already sold.
• No early previewing.
• Pay by cash, check or credit card.
• Loading assistance is available for all items unless marked.
• All items must be removed by 12:00 noon unless other arrangements are made.

For more information about the garage sale contact the State Surplus Property Program at (406) 444-9921.

Every fall State Surplus holds a large two-week online public auction to sell vehicles, equipment and other items that state agencies have turned in throughout the year.

The 2025 auction begins on Saturday, September 13th and ends on Saturday, September 27th. The dates of the 2026 auction are yet to be determined.

As the sale gets closer, additional details may be found on the website of the auction contract holder, www.pateauction.com. There you will be able to register to bid, view pictures and videos of the auction items, learn what payment methods are accepted and find out about the removal schedule.

Forty-day temporary registration permits will be available for most vehicles. For Montana residents title work for vehicles will be sent to your county's motor vehicle department 25 business days after the auction closes. Out-of-state titles will be mailed directly to the purchaser 25 business days after the auction closes. All purchasers must fill out a title information sheet which will be provided to winning bidders at the end of the sale.

For more information about the vehicle and equipment auction contact the State Surplus Property Program at (406) 444-9921.

State surplus property is available for purchase using the on-line auction service www.publicsurplus.com. Auctions may include vehicles, heavy equipment, boats, ATV’s, trailers, electronics, furniture, antiques and much more. Also included in the auctions are items that the Transportation Security Administration (TSA) turns over to State Surplus for disposal.

How it Works

• Register as a buyer at https://www.publicsurplus.com/sms/register/user
• Navigate to the current state surplus property listings at https://www.publicsurplus.com/sms/state,mt/list/current?orgid=19716
• Reach out to the auction contact for any questions or to make viewing arrangements.
• Bid on desired items.
• Invoices will be emailed for won items.
• Pay by credit card within 5 days of auction close.
• Make pick-up or shipping arrangements within 10 days of auction close.
• 40-day temporary registration permits are available for vehicles.

Check back often. New items are continuously added to the auction site as they become available.

For more information about the online public auctions contact the State Surplus Property Program online specialist at (406) 444-9924.

Overview

Qualified organizations are eligible to acquire surplus property from the federal government. The U.S. General Services Administration (GSA) uses the state’s surplus property program to coordinate the transfer of federal surplus property to eligible entities located within Montana.

The Surplus Property & Recycling Program is designed for donees (state agencies, city/county, police, fire, and non-profits) who qualify for the surplus program to buy surplus as needed at a set price. Donees can walk in on any work day from 8 a.m. to 3 p.m. to purchase. All purchases will be billed direct to their agency.

Surplus screens and picks up federal surplus property from the Department of Defense and other federal agencies. This program is only available to state agencies, local governments, schools and eligible non-profit organizations. For information call (406) 444-9921.

Internet sale site for the sale of surplus to the public and donee organizations. (See Surplus Property Auctions & Sales)

Eligibility

Federal rules limit eligibility to state and local government agencies and certain other nonprofit organizations such as education and health care. Federal surplus is also available to qualified SBA8(a) program participants and qualified Veteran Owned Small Businesses.

A complete list of eligible organizations may be found here: GSA's list of Eligible Organizations and Activities.

Search For Property

Surplus maintains an inventory of federal property at the Helena warehouse, however much more is available online. There are two ways to search for property:

1. Qualified applicants may receive search only access to screen property from www.PPMS.gov. Contact us to get your username and password.
2. We can put your request on our ‘want list’ and notify you if an item becomes available.

Program Details

Items that are acquired from the federal government come with a service charge and utilization requirement. Once the utilization requirement is met, the item becomes the property of the receiving agency.

More Information

More information can be found in GSA’s Guide to the Federal Surplus Program or by calling (406) 431-3104.

Applications must be submitted to participate in the surplus programs. Contact us to get an application or to find out the status of your account.

Surplus Property & Recycling (SPR) manages an exclusive state-wide contract for the purchase, collection, disposal, and recycling of scrap metal. The current contract holder is Pacific Steel and Recycling. They must be used by all state agencies for their scrap metal disposal needs. Pacific Steel and Recycling works with agencies to establish an effective purchase, collection, and pick up process.

How to Utilize the Program

State agencies may haul in and drop off scrap metal at any Pacific Steel location. Haul-ins must be properly notified and coordinated with Pacific Steel. Collection containers will be provided to agencies at no cost during the contract term. All utilization must be identified as being part of the State of Montana contract. Pacific Steel will not reimburse agencies or employees at the time of drop off but will provide monthly reimbursement to SPR for reconciliation. If you have any questions about the scrap metal recycling program, call (406) 444-9921 or send us an email at doasurplusproperty@mt.gov.