GovPlanet Equipment Pickup and Shipping: What Every Buyer Needs to Know

Step 1: Complete Payment Within 3 Business Days

GovPlanet requires full payment within 3 business days of the auction close. This is a hard deadline -- late payment charges apply after this window, and repeated late payments can result in account suspension. If you're purchasing multiple lots, all must be paid within the same 3-day window. Payment methods accepted by GovPlanet include credit card, wire transfer, and certified check depending on the purchase amount.

If you're claiming a sales tax exemption (for resale, export, or government use), upload your resale certificate or other qualifying documentation to your GovPlanet account immediately after purchase -- before the transaction is finalized. Retroactive tax exemption claims are difficult to process after the fact.

Step 2: Understand EUC Requirements Before You Bid

This is the step that catches most first-time GovPlanet buyers off guard. Some military-origin equipment -- particularly items with demilitarization codes D, F, or Q -- requires an End-Use Certificate (EUC) approved by the Defense Logistics Agency's Trade Security Controls office before the Item Release Form is issued. EUC approval typically takes 6 to 10 weeks.

The EUC requirement is listed in the item description before you bid. If you see a demilitarization code of D, F, or Q, factor the 6-10 week EUC timeline into your planning. The good news: GovPlanet does not charge storage fees while your EUC is pending. The bad news: you can't pick up the equipment until the EUC is approved, regardless of how urgently you need it.

Step 3: Get Your Item Release Form

Once payment is confirmed and any required EUC is approved, the Item Release Form becomes available in your GovPlanet account under the Post Sale section. This document is your authorization to pick up the equipment -- without it, the government facility will not release the machine to your carrier.

Print or save the Item Release Form and provide it to your carrier (IronHaul) before the pickup is scheduled. Your driver must present this form at the pickup site along with a valid government-issued ID.

Step 4: Schedule Pickup Within 10 Days

After the Item Release Form is available, you have 10 days to contact GovPlanet Pickup Support to schedule a pickup date. Equipment must be physically removed within 8 business days of the auction close (or 8 days from EUC approval) to avoid storage fees. Don't wait -- pickup slots at busy government facilities fill up quickly, and storage fees can add up fast.

When scheduling pickup, confirm the following with GovPlanet Pickup Support:

• Pickup site address and gate access instructions
• Site hours (most government facilities are Monday-Friday, 7 AM-3 PM)
• Whether loading equipment (forklift or crane) is available at the site
• Any special access requirements (background checks, vehicle inspections, etc.)
• Whether the equipment is operational or non-running

Step 5: Choose the Right Carrier and Trailer

Not all carriers are equipped to handle government surplus equipment pickups. Key requirements for your carrier:

• Experience with government facility access: Military base pickups require specific documentation and may involve vehicle inspections at the gate. Your carrier needs to know the process.
• Appropriate trailer type: Non-running equipment requires an RGN trailer for ground-level loading. Confirm the equipment's operability before booking a carrier with only flatbed capacity.
• Permit capability: Large government surplus equipment (excavators, cranes, military trucks) often requires oversize or overweight permits. Your carrier must be able to obtain permits for all states on the route.
• Flexibility on pickup timing: Government facilities have strict hours and may reschedule pickups with little notice. Your carrier needs to be flexible.

Step 6: Document the Equipment at Pickup

Government surplus equipment is sold as-is, with no warranty or guarantee of condition. Before your carrier loads the equipment, document its condition thoroughly:

• Photograph all four sides, the cab interior, the engine compartment, and any visible damage.
• Note any pre-existing damage on the Bill of Lading at pickup. If the carrier's driver doesn't note existing damage, you may have difficulty making a damage claim later.
• If the equipment is non-running, document the reason (dead battery, mechanical failure, etc.) so you can plan for repairs at the destination.

Common Mistakes GovPlanet Buyers Make

• Not checking for EUC requirements before bidding: A 6-10 week EUC delay can be a serious problem if you need the equipment for a job that starts next month.
• Booking a carrier before the Item Release Form is available: Carriers can't pick up without the release form. Book your carrier after the form is available, not before.
• Assuming the site has loading equipment: Many government facilities don't have a forklift or crane available for loading. Confirm this before dispatching your carrier.
• Not confirming site hours: Government facilities typically close at 3 PM. A carrier that arrives at 4 PM will be turned away and may charge a dry-run fee.
• Underestimating permit requirements: Large government surplus equipment often requires oversize or overweight permits. Factor permit lead time into your pickup scheduling.

IronHaul Logistics handles GovPlanet pickups nationwide. We know the process, coordinate with Pickup Support, and handle all permit requirements. Call us at (208) 495-2260, email [email protected], or submit a quote request online. We respond within hours.