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Home My WebLink AboutItem 4.10 Recycling Surplus Equipment STAFF REPORT CITY CLERK File #350-40 CITY COUNCIL DATE:December 17, 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 surplus 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 a charge of $175.00 for pickup of the surplus computers and related electronic equipment, however there is no cost associated with the proper disposal of the items by ECS Refining. RECOMMENDATION: Resolution Staff recommends that the City Council adopt 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 ITEM NO. 4.10 Page 1 of 2 Council with a list of assets prior to disposal. At this time, the City will be disposing of obsolete City computers and office equipment. Due to the age of the equipment it was 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. This assures 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 and office equipment replacement schedule; and WHEREAS , electronic waste includes computers, monitors, back-up power supplies, printers, and other office equipment that is no longer used for City operations; and WHEREAS , Dublin Municipal Code section 2.36.150 allows the Purchasing Agent to dispose of worn and obsolete equipment; and WHEREAS, Staff has provided the City Council with a listing of worn and obsolete electronic equipment to be disposed of; and WHEREAS , California law requires that electronic waste be recycled and disposed of in an environmentally responsible manner; and WHEREAS, ECS Refining is a State certified electronic waste recycler with e-Steward designation; and WHEREAS, ECS Refining will provide the City with certification that the electronic waste was disposed of properly and in an environmentally responsible manner. 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 waste and surplus computer equipment as described to the City Council on December 17, 2013 and listed on Exhibit A attached hereto. BE IT FURTHER RESOLVED that the City assets disposed of shall be removed from the fixed asset records of the City. th PASSED, APPROVED AND ADOPTED this 17 day of December, 2013, by the following vote: AYES : NOES : ABSENT : ABSTAIN : ______________________________________ Mayor ATTEST : ___________________________ City Clerk CITY OF DUBLIN COMPUTER RECYCLING LISTING (December 17, 2013) PREPARED BY ADMINISTRATIVE SERVICES DEPARTMENT EXHIBIT A APPROX. PURCHASE Description Serial Number Manufacturer / Model DATE CITY OWNED EQUIPMENT COMPUTER 7/1/2009 5VC2XG1 Dell Optiplex 755 7/1/2009 COMPUTER 6JXX5H1 Dell Optiplex 755 7/1/2009 COMPUTER 8FX37J1 Dell Optiplex 755 7/1/2009 COMPUTER 3XKJD1 Dell Optiplex 745 7/1/2009 COMPUTER 8RBC5L1 Dell Optiplex 760 7/1/2009 COMPUTER 1X52TB1 Dell Optiplex 620 7/1/2009 COMPUTER 9JXX5H1 Dell Optiplex 755 7/1/2009 COMPUTER FYCYTK1 Dell Optiplex 760 7/1/2009 COMPUTER 39Y8G1 Dell Inspirion T7400 7/1/2009 COMPUTER 49YPNK1 Dell Optiplex 755 7/1/2009 COMPUTER C98R261 Dell Optiplex 755 7/1/2009 COMPUTER FGG1KH1 Dell Optiplex 760 7/1/2009 COMPUTER H8N98S1 Dell Optiplex 760 7/1/2009 COMPUTER 79N98S1 Dell Optiplex 760 7/1/2009 COMPUTER 8FN98S1 Dell Optiplex 760 7/1/2009 COMPUTER 8JXX5H1 Dell Optiplex 760 7/1/2009 COMPUTER BNZ69F1 Dell Optiplex 760 7/1/2009 COMPUTER BJXX5H1 Dell Optiplex 760 7/1/2009 COMPUTER 3KYT5J1 Dell Optiplex 760 7/1/2009 COMPUTER 49Y8YG1 Dell Inspirion T7400 7/1/2009 COMPUTER 19Y8YG1 Dell Inspirion T7400 7/1/2009 COMPUTER HW52TB1 Dell Optiplex 760 7/1/2009 COMPUTER 3DG8DH1 Dell Optiplex 760 7/1/2009 MONITOR 56908692 Phillips 15" 150S1C/74 MONITOR 7/1/2009CNOYG6137161867DAMRL Dell 1707FPt 7/1/2009 CN02Y3114760645AD3R5 Dell 1703FPs MONITOR 7/1/2009 CNOYG6137161868CA260 Dell 1707FPt MONITOR 7/1/2009 CNOYG6137161868CA271 Dell 1707FPt MONITOR 7/1/2009 CNOYG6137161868CA259 Dell 1707FPt MONITOR 7/1/2009 CNOD548H7161886CBATQAOO Dell 1708FPt MONITOR 7/1/2009 CNOD548H7161886OBAH1AOO Dell 1708FPt MONITOR 7/1/2009 CNOD548H7161886OBAGTAOO Dell 1708FPt MONITOR 7/1/2009 CNOFK9457161875AAAUJ Dell 1707FPt MONITOR 7/1/2009 CNO2Y3114760645AD3RC Dell 1703FPs MONITOR 7/1/2009 MX02Y31147605392CTU2 HP 1504FP MONITOR 7/1/2009 MX02Y3114760538QAK2B HP 1504FP MONITOR 7/1/2009 CNOC182J7444598I8115Dell 1708FPt MONITOR 7/1/2009 CNOF019J7426195L2TWLDell 1708FPb MONITOR 7/1/2009 CN02Y3114760645AD3R9 Dell 1703FPs MONITOR 7/1/2009 CNOD54214663348Q3ANTDell E153FPb MONITOR 7/1/2009 CNOF019J7426197O33DSDell 1708FPb MONITOR 7/1/2009 CNOC182J7444598I8145Dell 1708FPt MONITOR MX02Y3114760545JDKMK Dell 1703FPs MONITOR 7/1/2009 MONITOR 7/1/2009 CNOF019J7426197O32US Dell 1708FPb EXHIBIT A APPROX. PURCHASE Manufacturer / Model Description Serial Number DATE MONITOR 7/1/2009 CNOUW0426418082T02HH Dell 1908FPc Dell 1901FP MONITOR 7/1/2009 CN05Y23271618464ADXB Dell 1703FPs MONITOR 7/1/2009 CNO2Y3114760645AD3QQ SCANNER 7/17/2006 DAJ01316 Canon DR7580 HP LaserJet 1320n PRINTER 9/29/2009 CNBC4CJ0ZJ PRINTER 6/13/2008 U62054J8F355513 Brother MFC 6490CW PRINTER 4/6/2004 P310001199 Zebra P310i PRINTER 4/6/2004 HP002387161 Ithaca 93PL PRINTER 4/6/2004 MY5AR3W1Z0 Hp photosmart 8250 PRINTER CNBR439891 HP LaseJet 1000 Series MISC 2/8/2000 JAB03514172 Cisco 1720 router MISC 3/6/1999 0200/7WSV30B55C 3Com SuperStack Hub MISC 7/20/2002 02007GWV100672 3Com LinkBuilder FMS II MISC 6/19/2006 47100488 Sharp FO-4400 FAX MISC 2/8/2000 211400938 Kentrox 658 CSU/DSU MISC 2/8/2000 506433000 Kentrox 658 CSU/DSU MISC 2/8/2000 506430900 Kentrox 658 CSU/DSU MISC N/A N/A Box of cables, keyboards MISC N/A N/A Box of cables, keyboards MISC N/A N/A Box of power supply, UPS EXHIBIT A