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Home My WebLink About4.05 Surplus Elect & Computer Equipor 19 82 /ii � 111 DATE: TO: FROM: SUBJECT STAFF REPORT CITY COUNCIL July 15, 2014 Honorable Mayor and City Councilmembers CITY CLERK File #350 -40 Christopher L. Foss, City Manager " ,_ 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: Staff recommends that the City Council adopt a Resolution Authorizing the Use of ECS Refining for the Recycling of City Electronic Waste and Surplus Computer Equipment. Submitted By Administrative Services Director DESCRIPTION: %\ Reviewed By Assistant City Manager 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 Page 1 of 2 ITEM NO. 4.5 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 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 (S1320) 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 -14 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 July 15, 2014 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. PASSED, APPROVED AND ADOPTED this AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk 15th day of July, 2014, by the following vote: Mayor CITY OF DUBLIN ELECTRONICS RECYCLING LIST (July 15, 2014) PREPARED BY ADMINISTRATIVE SERVICES DEPARTMENT EXHIBIT A Approx. Purchase Description Date Serial Number Manufacturer/ Model CITY OWNED EQUIPMENT Computer 8/1/2003 9F8M1G1 Dell PowerEdge 2950 Computer 8/1/2003 PO4N5631 IBM Type 9046 Computer 9/1/2009 79YPNK1 Dell Optiplex 760 Computer 9/1/2009 69YPNK1 Dell Optiplex 760 Computer 9/1/2009 JYCYTK1 Dell Optiplex 760 Computer 9/1/2009 2KYTSJ1 Dell Optiplex 760 Computer 8/1/2003 KLBBC9L IBM NetVista Computer 9/1/2009 B9YPNK1 Dell Optiplex 760 Computer 9/1/2009 D81GZK1 Dell Optiplex 760 Computer 9/1/2009 4KYTSJ1 Dell Optiplex 760 Computer 9/1/2009 5KYTSJ1 Dell Optiplex 760 Computer 9/1/2009 781GZK1 Dell Optiplex 760 Computer 9/1/2009 F81GZK1 Dell Optiplex 760 Computer 9/1/2009 89YPNK1 Dell Optiplex 760 Computer 9/1/2009 BYCYTK1 Dell Optiplex 760 Computer 9/1/2009 C9YPNK1 Dell Optiplex 760 Computer 9/1/2009 GHFOTJ1 Dell Optiplex 760 Computer 9/1/2009 981GZK1 Dell Optiplex 760 Computer 9/1/2009 881GZK1 Dell Optiplex 760 Computer 9/1/2009 42DXTK1 Dell Optiplex 760 Computer 9/1/2009 32DXTK1 Dell Optiplex 760 Computer 9/1/2009 HYCYTK1 Dell Optiplex 760 Computer 9/1/2009 5RBC5L1 Dell Optiplex 760 Computer 9/1/2009 7RBC5L1 Dell Optiplex 760 Computer 9/1/2009 4D3THK1 Dell Optiplex 760 Computer 9/1/2009 1ZCYTK1 Dell Optiplex 760 Computer 8/1/2003 H5JVP31 Dell Optiplex GX270 Computer 9/1/2009 99YPNK1 Dell Optiplex 760 Computer 9/1/2009 6RBC5L1 Dell Optiplex 760 Computer 9/1/2009 G81GZK1 Dell Optiplex 760 Computer 9/1/2009 9RBC5L1 Dell Optiplex 760 Computer 9/1/2009 59YPNK1 Dell Optiplex 760 Computer 9/1/2009 DYCYTK1 Dell Optiplex 760 Computer 8/1/2003 2UA920021J HP xw4600 Workstation Computer 8/1/2003 3CR9500LMS HP Pavilion a4327c Computer 8/1/2003 6FN9851 Dell Optiplex GX270 *:/:11 -.1111 Misc N/A Misc N/A Qty = 3 Box of Cables Qty = 4 Box of Keyboards Printer Approx. 080288 -11 Canon MP620B Printer Purchase EC8A2DN72B HP PROLIANT DL380 Description Date Serial Number Manufacturer/ Model Printer Computer 8/1/2005 RN009822J8E Mac M5521 Computer 8/1/2003 18N9851 Dell Optiplex GX270 Monitor 7/1/2005 CNOPM372728728254131 1708FPt Monitor 7/1/2005 CNO2Y3114760645AD3QY 1703FPs Monitor 7/1/2005 CNOD548H7161886CBAJNAO 1708FPt Monitor 7/1/2005 CNOF019J7426195L2UCL 1708FPb Monitor 7/1/2005 CNOC182J74445981929S 1708FPt Monitor 7/1/2005 CNOYG6137161868NAGOG 1707FPt Monitor 7/1/2005 CN- 0 FO19J- 74261 - 970 -33AS 1708FPb Monitor 7/1/2005 CN- OC182J- 74445 - 981 -817S 1708FPb Monitor 7/1/2005 CN- OYG613- 71618- 68C -A272 1707FPt Monitor 7/1/2005 CN- 05Y237- 1618- 39N -NACST 1901 FP Monitor 7/1/2005 CN- OD307J- 74445 - 976 -Q2CS 1908FPt Monitor 7/1/2005 CN- OD307J- 74445 - 976 -Q24S 1908FPt Monitor 6/1/1990 88 -CW582 IBM CRT Monitor Monitor 8/1/2003 FZSZ25018731U KDS Rad -5c Monitor 7/1/2005 CN- OYG613- 71618- 68N -AHLJ Dell 1707 Monitor 7/1/2005 CN- OFK945- 71618- 75A -AANN Dell 1707 Monitor 7/1/2005 MX- OH3604- 47605- 52H -AZ05 Dell 1704 Monitor 7/1/2005 CN- OF0193- 74261- 970 -33AS De111708 Monitor 7/1/2005 CN- OX876H- 72872- 99B -166S De111708 Monitor 7/1/2005 CN- OC182J- 74445 - 981 -840S De111708 FAX 7/1/2006 47108249 - 47100518 Sharp FO44 FAX Scanner 7/15/2002 CN25R1A0BW HP ScanJet C9850A Scanner 8/1/2005 GR9W142564 EPSON Misc N/A Misc N/A Qty = 3 Box of Cables Qty = 4 Box of Keyboards Printer 7/1/2006 080288 -11 Canon MP620B Printer 8/1/2008 EC8A2DN72B HP PROLIANT DL380 Printer 9/1/2009 JN7E006743 EPSON STYLUS 1400 Printer 7/1/2007 CNHC69803V HP LJ2820 Tape Drive 9/1/2003 97B0095621 Dell PowerVault 132T ANW11N.W1 011