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Home My WebLink About4.04 Recycle Elect & Computer Surplus STAFF REPORT CITY CLERK File # CITY COUNCIL DATE:June 4, 2013 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJECT: Request for Authorization to Use ECS Refining for the Recycling of City Electronic Waste and Surplus Computer Equipment Prepared by Steve Pappa, Information Systems Manager EXECUTIVE SUMMARY: The City generates electronic waste in the form of computers, monitors, printers and other items that have reached the end of useful life. The City strives to dispose of these items in an environmentally responsible manner. It is proposed to use ECS Refining for the recycling of electronic waste identified as beyond the useful life. FINANCIAL IMPACT: There is no cost associated with the proper disposal of the computers and related electronic equipment by ECS Refining. RECOMMENDATION: Staff recommends that the City Council adopt the resolution authorizing the use of ECS Refining for the recycling of City electronic waste and surplus computer equipment. Submitted By Reviewed By Administrative Services Director Assistant City Manager DESCRIPTION: The City generates electronic waste as a result of its annual office equipment replacement schedule. Electronic waste includes obsolete computers, monitors, printers, scanners and other inoperable office equipment. California law requires that the City safely dispose of this electronic waste. Dublin Municipal Code section 2.36.150 allows the Purchasing Agent to dispose of worn and obsolete equipment. In the past, for inventory tracking purposes, Staff has provided the City Council with a list of assets prior to disposal. At this time, the City will be disposing of obsolete City computers and office equipment. ITEM NO. 4.4 Page 1 of 2 Due to the age of the equipment, it has been determined that the computers are beyond their useful life and continued use would not be desirable. The City removes all files from the computer hard drive including the operating system software which assures that the City has complied with software licensing agreements and reduces the potential for City information to exist on the hard disk drive before disposal. However current best practices recommend, as a security precaution, that a professional recycler shred the hard drives and provide a certification of destruction for computer hard drives. ECS Refining of Stockton is a leader in electronics recycling and is at the forefront of environmental compliance within the recycling industry. ECS Refining is an approved Recycler for California’s Electronics Recycling Act (SB20) which governs the processing of materials in laptop computers, and computer monitors. ECS Refining has the top designation of e-Steward and does not export electronic waste out of California for disposal where environmental standards may be less strict. All materials are recycled and re-enter the product manufacturing stream rather than being sent to a landfill for disposal. Incoming materials are sorted, weighed, labeled and sent to a de-manufacturing line. Computer hard drives are removed from computer cases and are shredded. The City’s computer equipment to be disposed of is inoperable without additional software and based on the age may not operate at current expectations. Current disposal practice has the recycler shred all hard drives. These factors limit the potential for seeking placement for re-use with other organizations. Staff reviewed current practices among cities and most follow a similar protocol of using a certified recycler. The proposed resolution (Attachment 1) authorizes Staff to use ECS Refining for disposal of electronic waste, and directs Staff to remove the disposed assets from the City’s fixed asset records. A list of the equipment is attached to the resolution as Exhibit A. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution authorizing the use of ECS Refining for the recycling of City electronic waste and surplus computer equipment. Page 2 of 2 RESOLUTION NO. xx - 13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * AUTHORIZING THE USE OF ECS REFINING FOR THE RECYCLING OF CITY ELECTRONIC WASTE AND SURPLUS COMPUTER EQUIPMENT WHEREAS, the City generates electronic waste as a result of its computer equipment replacement schedule; and WHEREAS, electronic waste includes computers, monitors, back-up power s and other office equipment that is no longer used for City opera WHEREAS, Dublin Municipal Code section 2.36.150 allows the Purchasing A of worn and obsolete equipment; and WHEREAS, Staff has provided the City Council with a listing of worn and o equipment to be disposed of; and WHEREAS, California law requires that electronic waste be recycled and environmentally responsible manner; and WHEREAS, ECS Refining is a State certified electronic waste recycler wit designation; and WHEREAS, ECS Refining will provide the City with certification that the disposed of properly and in an environmentally responsible manne NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the use of ECS Refining for the recycling of City electronic was described to the City Council on June 4, 2013 and listed on Exhi BE IT FURTHER RESOLVED that the City assets disposed of shall be removed from the fixe records of the City. th PASSED, APPROVED AND ADOPTED this 4 day of June, 2013, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________________ Mayor ATTEST: ___________________________ City Clerk CITY OF DUBLIN COMPUTER RECYCLING LISTING (June 4, 2013) PREPARED BY ADMINISTRATIVE SERVICES DEPARTMENT EXHIBIT A APPROX. Manufacturer / PURCHASE Description Serial Number Model DATE CITY OWNED EQUIPMENT COMPUTER 7/25/2008 BVC2XG1 Dell Optiplex 755 COMPUTER 8/21/2008 36XX5H1 Dell Optiplex 755 COMPUTER 8/21/2008 cjxx5h1 Dell Optiplex 755 COMPUTER 8/21/2008 fjxx5h1 Dell Optiplex 755 COMPUTER 7/25/2008 8VC2XG1 Dell Optiplex 755 COMPUTER 7/25/2008 DVC2XG1 Dell Optiplex 755 COMPUTER 9/18/2008 H4XWG1 Dell Optiplex 755 COMPUTER 8/21/2008 2JXX5H1 Dell Optiplex 755 COMPUTER 9/18/2008 G4XWGH1 Dell Optiplex 755 COMPUTER 8/21/2008 7JXX5H1 Dell Optiplex 755 COMPUTER 7/25/2008 6VC2XG1 Dell Optiplex 755 COMPUTER 12/11/2007 BNZ69F1 Dell Optiplex 755 COMPUTER 2/7/2008 JMLYLF1 Dell Optiplex 755 COMPUTER 9/26/2009 C81GZK1 Dell Optiplex 755 COMPUTER 8/21/2008 DJXX5H1 Dell Optiplex 755 COMPUTER 2/20/2009 9FX37J1 Dell Optiplex 755 COMPUTER 7/25/2008 3VC2XG1 Dell Optiplex 755 COMPUTER 7/25/2008 7VC2XG1 Dell Optiplex 755 COMPUTER 8/21/2008 GJXX5H1 Dell Optiplex 755 COMPUTER 7/25/2008 CVC2XG1 Dell Optiplex 755 COMPUTER 9/18/2008 J4XWGH1 Dell Optiplex 755 COMPUTER 2/7/2008 CZKYLF1 Dell Optiplex 755 COMPUTER 7/29/2008 DC11YG1 Dell Optiplex 755 COMPUTER 9/12/2006 7X52TB1 Dell Optiplex 620 COMPUTER 10/14/2007 W87048GGVUV Imac 20" COMPUTER 1/7/2003 FQYS421 Dell Precision 530 FAX 3/6/2001 MY095I32HX HP OfficeJet 720 MONITOR 9/12/2006 Dell 17" CN-0C552H-72872-87V-2AUL-A00 MONITOR 10/14/2007 Dell 17" CN-0X876H-72872-91G-0W2L MONITOR 8/25/2006 Dell 17" CN-0F5035-64180-4A1-1LDS MONITOR 8/25/2006 Dell 17" CN-0YG613-71618-67D-ALZK MONITOR 8/25/2006 Dell 17" CN-0D548H-71618-860-BAH3-A00 MONITOR 8/25/2006 Dell 17" CN-05Y232-71618-46-A8B5D MONITOR 8/25/2006 Dell 17" CN-0G302H-74261-8B0-0VUS MONITOR 8/25/2006 Dell 17" CN-0D548H-71618-860-BAGY-A00 MONITOR 8/25/2006 Dell 17" CN-02Y311-47606-45A-D3R6 MONITOR 8/25/2006 Dell 17" CN-0PM372-72872-83S-49RI MONITOR 8/25/2006 Dell 17" CN-0D548H-71618-860-BAGV-A00 MONITOR 8/25/2006 Dell 17" CN-0D548H-71618-860-BAH5-A00 MONITOR 8/25/2006 Dell 17" CN-0U4931-46633-53D-30TL MONITOR 7/26/2003 36131733YA Dell 15" EXHIBIT A APPROX. Manufacturer / PURCHASE Description Serial Number Model DATE SCANNER 6/19/2001 BR302271 Canon DR-5020 PRINTER 9/17/2009 PRINTER 4/3/2006 HP Inkjet 960C PRINTER 7/17/2007 B671031686 Epson Stylus Photo 870 PRINTER 2/14/2004 HP LaserJet 4000TN MISC 12/12/2001 B0PP17S112AB Palm Pilot M125 MISC 12/12/2001 B0PP17S11391 Palm Pilot M125 MISC 12/12/2001 B0PP17S11393 Palm Pilot M125 MISC 12/12/2001 B0PP17S113AD Palm Pilot M125 MISC 2/5/2002 Ithica Receipt Printer 90 MISC 2/8/2000 JMX0817T07A Cisco 1700 router MISC 2/8/2000 Cisco 1700 router MISC 9/5/2000 060217ZNV47F7668 3Com Switch 3300 MISC 2/1/2011 Polycom Soundstation 2W MISC N/A N/A Box of cables, keyboards MISC N/A N/A Box of cables, keyboards MISC 4/20/1999 Indiana Cash Drawer MISC N/A N/A Box of power supplies, UPS EXHIBIT A