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Home My WebLink About4.04 Recycle Elec Waste Surplus Computer~~~~~ 1 ~~~~~ 'r-\~V CITY CLERK File # ^~~ Q^-~~ .~~lrvul~~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 1, 2009 SUBJECT: Request for Authorization to Use Direct Computer Disposal for the Recycling of City Electronic Waste and Surplus Computer Equipment. Report Prepared by Steve Pappa, Information Systems Manager ATTACHMENTS: 1) List of surplus computer equipment to be recycled. 2) Resolution RECOMMENDATION: Adopt the resolution authorizing Staff to use Direct Computer ~~ ~,~` Disposal for the recycling of City Electronic Waste and Surplus C/~ Computer Equipment FINANCIAL STATEMENT: The estimated cost to properly dispose of the computers and related electronic equipment is $325. Sufficient funds are available. DESCRIPTION: The City generates electronic waste as a result of its annual computer replacement schedule. Electronic waste includes computer, monitors, printers, scanners and other office equipment. California law requires that the City safely dispose of this electronic waste. Chapter 2.36 of the Municipal Code allows the Purchasing Agent to dispose of worn and obsolete equipment. In the past for inventory tracking purposes Staff have provided the City Council with a list of assets prior to disposal. At this time, the City will be disposing of obsolete City computers as well as unclaimed property held by Police Services. Due to the age of the equipment it was determined that the computers are beyond their useful life and would be difficult to use by another organization. The City removes all files from the hard disk including the operating system software. This assures the City has complied with software licensing agreements and reduces the potential for confidential information to exist on the hard disk before disposal. However current best practices recommend, as a security precaution, that a professional recycler provide a certification of destruction for computer hard disks. Direct Computer Disposal of San Leandro has been a leader in the electronics recycling and has earned a spot among the top 10 electronic waste recyclers in California. Incoming materials are sorted, weighed, labeled and sent to a de-manufacturing line. Monitors and most peripheral accessories (i.e. keyboards, computer mouse, etc.) are dismantled to their components, producing raw materials like plastics, steel, copper, and aluminum. The central processing unit (CPU), which includes the hard drives and memory boards, etc. is processed separately. The vendor automatically wipes clean all hard drives to remove ------------------------------------------------------------------------------------------------------------- COPY TO: Page 1 of 2 ITEM NO. (~ programs and data files. This vendor does evaluate the condition and age of CPUs for potential reuse and sells them as a used computer. Based on the age of the City inventory this is not considered very likely. As outlined in Attachment 1, the City's computer equipment to be disposed of is all over six years old. There are three inoperable computers that are four years old. Due to the age and type of components these computers would encounter difficulties running current software. This limits 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 non-profit organizations that in the past have been potential recipients of used equipment, have found that accepting "donated" computers creates certain operating issues and have curtailed accepting used computer equipment. Used equipment can require additional support and maintenance and they would need to purchase the software licenses at a cost to the agency. Direct Computer Disposal recycles components in an environmentally responsible manner and does not send items out of California for disposal where environmental standards may be less strict. Direct Computer Disposal will provide the City with a certificate of destruction ensuring that the electronic waste was recycled per environmental standards. The proposed resolution (Attachment 2) authorizes Staff to use Direct Computer Disposal and also directs Staff to remove the disposed assets from the City's fixed asset records. Staff recommends that the City Council adopt the resolution authorizing Staff to use Direct Computer Disposal for the recycling of City Electronic Waste and Surplus Computer Equipment. a of a o~ ~ CITY OF DUBLIN COMPUTER RECYCLING LISTING (September 1, 2009) PREPARED BY ADMINISTRATIVE SERVICES DEPARTMENT APPROX. ASSET PURCHASE TAG # DATE City Owned Equipment 10842 Feb-02 10841 Feb-02 10845 Feb-02 10827 Feb-02 12157 Aug-02 11096 Jan-03 Oct-OS Oct-OS 10842 Feb-02 Oct-OS 11122 Mar-03 11115 Mar-03 11121 Mar-03 Mar-03 11126 Mar-03 11125 Mar-03 Mar-03 Mar-03 Mar-03 Mar-03 Mar-03 Mar-03 Mar-03 Mar-03 Mar-03 Mar-03 Mar-03 Mar-03 11111 Mar-03 11113 Mar-03 11120 Mar-03 11118 Mar-03 11127 Mar-03 11108 Mar-03 11116 Mar-03 Not Available Jul-98 10737 Apr-O1 12231 Dec-03 10732 Apr-O1 May-02 Not Available 10492 Jun-99 Not Available Serial Number Description Manufacturer /Model AM-868C6 AM0868CG AM-868HA AM-868EM AM-88GRC AM-88LJR PZXL19IA053000763 PZXL19IZ053800488 AM-868C6 4078067-0001 FJZMP31 HHZMP31 GJZMP31 7JZMP31 IJZMP31 9JZMP31 D8N9851 97N9851 3fn9851 H7N9851 37N9851 SBN9851 99N9851 CCN9851 GFN9851 48N9851 96N9851 ICN9851 CSPVN31 STPVN31 8jzmp3 l 6JZMP31 2JZMP31 HSPVN31 4JZMP31 3259N01 US82841269 US11554133 US11554119 US21706880 US92302244 FKSTJOI All-In-One PC All-In-One PC All-In-One PC All-In-One PC All-In-One PC All-In-One PC All-In-One PC All-In-One PC All-In-One PC All-In-One PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC PC Laptop computer Laptop computer IBM X41 IBM X41 IBM X41 IBM X41 IBM X41 IBM X41 MPC 414 MPC 414 IBM X41 MPC 17" AIO Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex 270 Dell OptiPlex GX 110 HP BRIO 3335 HP VETRA VL800 HP PAVILION ZE5300 HP VETRA VL800 HP VECTRA VL800 EMACHINE T1742 OMNIBOOK 900 LATITUDE C600 Page 1 of 3 ~TTAC~NT ~ any CITY OF DUBLIN COMPUTER RECYCLING LISTING (September 1, 2009) PREPARED BY ADMINISTRATIVE SERVICES DEPARTMENT APPROX. ASSET PURCHASE TAG # DATE 10817 10815 10734 10786 10776 10404 10773 10736 10762 10773 10775 10789 10816 10747 10722 10780 10763 10771 12154 10605 10678 13038 100174 Not Available Not Available Not Available Not Available Not Available Not Available Sep-01 Not Available Not Available Not Available Not Available Sep-O1 Not Available Sep-O1 Sep-O1 Sep-01 Oct-98 Not Available Aug-01 Oct-03 Oct-03 Aug-01 Aug-01 Oct-03 Oct-03 Aug-01 Aug-01 Aug-01 Aug-01 Aug-01 Aug-O1 Aug-O1 Aug-O1 Oct-03 Jul-03 Not Available Jun-01 Not Available Aug-02 Not Available Jun-00 Not Available Mar-00 Jan-OS Apr-99 Serial Number Description Manufacturer /Model 97685 Laptop computer Dell 528-970-89 Laptop computer Dell Monitor Nfren Flat panel Monitor Nfren Flat panel Monitor Nfren Flat panel Monitor Nfren Flat panel 56911918 Monitor Philips Flat panel S8PPU290040 Monitor Nfren Flat panel S8PPU2900122 Monitor Nfren Flat panel S8PPU290049 Monitor Nfren Flat panel S8PPU290088 Monitor Nfren Flat panel 56911017 Monitor Philips Flat panel CN-02Y3114760645SF3RD Monitor Dell Flat panel 56908682 Monitor Philips Flat panel 56911914 Monitor Philips Flat panel 56907977 Monitor Philips Flat panel Monitor HP CRT 552KB80 Monitor IBM CRT Monitor Philips Flat panel MXOJ094747605392CUFT Monitor Dell Flat panel MXOJ09474760538QAK2H Monitor Dell Flat panel Monitor Philips Flat panel Monitor Philips Flat panel MXOJ094747605392CUFV Monitor Dell Flat panel MXOJ094747605392CTU5 Monitor Dell Flat panel Monitor Philips Flat panel Monitor Philips Flat panel Monitor Philips Flat panel Monitor Philips Flat panel Monitor Philips Flat panel Monitor Philips Flat panel Monitor Philips Flat panel Monitor Philips Flat panel MXOJ094747605392CTUE Monitor Dell Flat panel 99L5372SGA32501912TS3SCMomtor BENQ Flat panel 6470486256 Printer Lexmark 6170 My01519V Printer HP Deskjet 895Cse SG65N103s Printer Hp DJ 6940 MY19J1V1BF Printer HP Inkjet cp1160 FXUY484103 Printer Epson Stylus C86 Printer HP Deskjet 1220C Copier Konica 1312 FAX machine Canon 47100998 FAX machine SHARP 0300/7ZNV21394F8 Data Switch 3Com Page 2 of 3 ATTACHMENT 1 3~ti1 CITY OF DUBLIN COMPUTER RECYCLING LISTING (September 1, 2009) PREPARED BY ADMINISTRATIVE SERVICES DEPARTMENT APPROX. ASSET PURCHASE TAG # DATE 10610 Feb-00 10608 Feb-00 Apr-99 Apr-99 N/A N/A Police /Unclaimed Prone N/A N/A N/A N/A Serial Number Description Manufacturer /Model 7ZNV46F52DB Data Switch 3Com 0602/7ZNV47F7368 Data Switch 3Com 0201/7WSV318DBE Data Switch 3Com 0200/7GWV100680 Data Switch 3Com (3) APC BE350C / 16 Battery Back-Up Units Power Back-Up (4) APC7xxXL / (9) APC 350 Misc. Keyboards, cables, mouse, floppy drives, CD Media & Manuals 78-AKX69 Y8189620A 28312130-3307694 6616080 Laptop Computer IBM Laptop Computer Toshiba Laptop Computer Sony Laptop Computer Toshiba Page 3 of 3 ATTACHMENT 1 ~~ ~ RESOLUTION NO. xx - 09 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING STAFF TO USE DIRECT COMPUTER DISPOSAL FOR THE RECYCLING OF CITY ELECTRONIC WASTE AND SURPLUS COMPUTER EQUIPMENT WHEREAS, the City generates electronic waste as a result of its annual computer replacement schedule; and WHEREAS, electronic waste includes computers, monitors, back-up power supplies, printers, and other office equipment; and WHEREAS, Chapter 2.36 of the Municipal Code 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 equipment to be disposed of; and WHEREAS, the City's current electronic waste includes inoperable computers and computers greater than six years old and are no longer used for City operations; and WHEREAS, California law requires that electronic waste be recycled and disposed of in an environmentally responsible manner; and WHEREAS, Direct Computer Disposal is a State certified electronic waste recycler; and WHEREAS, Direct Computer Disposal 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 Direct Computer Disposal for the recycling of City electronic waste and surplus computer equipment as described to the City Council on September 1, 2009. 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 1st day of September, 2009, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATPAC~YT z