Loading...
HomeMy WebLinkAbout5.1 UsedComputerEquip ~- . . ~ CITY OF DUBLIN AGENDA STATEMENT .... .... "'.; CITY COUNCIL MEETING DATE: November 14, 1994 SUBJECT: Used Computer Equipment (Prepared by: Bo Barker, Management Assistant) EXHIBITS ATTACHED: 1. /Request from Dublin Unified School District 2. /esolution Donating Excess Computers to the School District (Ird RECOMMENDATION:y/1i Deliberate on the options and direct Staff appropriately FINANCIAL STATEMENT: The value of the computers are estimated to be from $100 to $200 each. The total value of all the computers would be about $1,600 - $3,200. DESCRIPTION: On October 3, 1994, the City Council authorized the distribution of bid specifications for the purchase of computer equipment as part of the 1994-94 Capital Improvement Program. The Dublin Unified School District (DUSD) subsequently submitted a formal request (Exhibit 1) to the City regarding the IBM computers that are to be replaced. In their request, DUSD explains that they have an opportunity to receive a grant that would match any donation of computer equipment. The School District proposed to utilize the computers in their business and typing courses. Although the City is replacing 24 computers, some of computers will be used as print servers, access servers, alarm monitors, etc. This leaves approximately 16 computers available for donation to the School District. According to the City Attorney, the attached resolution, Exhibit 2, would allow the City Council to donate the computers to the School District. Another method of disposing of the computer equipment is to put them up for bid. About 5 City employees, for example, have expressed an interest in purchasing the computers. This would be accomplished through a competitive bidding process and would be available for purchase by anyone, including the public, interesting in submitting a bid. A similar method used by the City to dispose of used equipment is to put them up for auction with a professional auction firm. The value of the computers is difficult to determine, however, they are likely worth approximately $100 - $200 each. Additional alternatives include splitting the computers between a competitive bid process and a donation to the School District. The City Council may donate a portion of the total number, 10 for example, and sell the other 6 to the highest bidders. In summary, the City Council has a number of choices to deal with the computer equipment. These choices are summarized below: 1. Donate a1116 computers to the School District 2. Release all 16 computers to a professional auction firm 3. Authorize a competitive bidding process selling individual computers 4. Competitively bid the computer and donate the remaining units 5. Choose another alternative Staff recommends the City Council deliberate the issues and direct Staff appropriately. COPIES TO: CI~ FILE~ ITEM NO. ,.1 DUBLfN SCHOOLS DUBLIN UNIFIED SCHOOL DISTRICT Your consideration of this request will be greatly appreciated. I would be happy to Element S h I discuss our need and this potential program with the City Councilor representative(s) at cry C 00 s anytime; however, time is of the essence due to the Detwiler Foundation deadline of FREDERIKSEN ELEMENTARY h k .. 1994 Th k . d ti 'd' 7243 Tamarack Drive T an sglVmg, . an you m a vance or your conSl eratIon. Dublin. CA 94568-1700 (510) 828.1037 MURRAY ELEMENTARY 8435 Davona Drive Dublin. CA 94568-1107 (510) 828-2568 NIELSEN ELEMENTARY 7500 Amarillo Road Dublin. CA 94568.2298 (510) 828-2030 EQUAL OPPORTUNITY EMPLOYER Board of Trustees Eileen Barr (510) 828-8978 Cynthia Cobb-Adams (510) 828.7177 Patricia Meyer (510) 833-8662 James W. Patterson (510) 829-2079 Elizabeth F. Schmitt (510) 828-3892 Superintendent Vince Anaclerio. Ed. D. District Office 7471 Larkdale Ave. Dublin. CA 94568.1599 (510) 828.2551 FAX (510) 828-1364 High Schools DUBLIN HIGH 8151 Village Parkway Dublin. CA 94568-1699 (510) 833-3313 VALLEY HIGH 6901 York Drive Dublin. CA 94568.2199 (510) 829-4322 Middle Schools WELLS MIDDLE SCHOOL 6800 Penn Drive Dublin. CA 94568-2199 (510) 828-6227 October 4, 1994 City of Dublin Richard Ambrose, City Manager 100 Civic Plaza P.O. Box 2340 Dublin, CA 94568 V l: D :. ~ l.,.;. ..: , OCT 7. 1994 en-' C~ OU8UN Dear Mr. Ambrose: At your most recent City Council Meeting, the purchase of new computers for your city offices was approved. In addition, I understand there was a discussion regarding what might be done with your existing computers. The purpose of this memorandwn is to make an official request that these excess computers be donated to the Dublin High School Business Department for use in their entry level Keyboarding Classes. Our Keyboarding Class has six sections of students (approx. 180 students) and unfortunately, it is still being taught on typewriters. This is somewhat of an embarrassment for our high school. We are the only high school in the Tri-Valley area that stilI uses typewriters for this class. Our new computer lab at Dublin High School is housed in the library and is utilized every period by English, History, and other elective classes. Therefore, the business department classes rarely get much time on the computers. An IBM 286 lab would be a valuable addition to our Business Department. With the donation of your excess computers, we would qualify for a wonderful matching grant sponsored by the Detwiler Foundation which will match any donation we receive, one for one, prior to Thanksgiving, 1994 (information attached). In collecting more information regarding your computers from Beau Barker, he indicated that approximately 19 computers might be available. The Detwiler Corporation would then donate 19 computers to match your gift. This would be a fantastic contribution to our high school Business Department and enable those teachers to upgrade their keyboarding class instruction so that students are receiving the appropriate skills to transition into more advanced Word Processing classes. There is even a small amount of money available through a Vocational Education Grant to purchase software and networking capabilities to develop this lab into a productive, workable lab for teaching our entry level business classes. Sircerely, . Chllr~~PO,n~WV Cheryl ;[ ~atthews, Ed.D. Assistant Superintendent, Instruction CM:js attachment cc: City Council Members, Beau Barker (;"~.~. .-." -~ ::.' ~~ ~~.~~ f~ ~"~1 !.1~)~lil tiiHj '~j 1 " e e DETWILER FOUNDATION INC. Com puters for Schools Program 470 Nautilus St., Suite 300 La ]ollat California 92037 619-456.9045 FAX 619-456.9918 August, 1994 Dear California Educator: On April 14, the Detwiler Foundation Computers for Schools Program announced the Computer Matching Challenge. The Challenge is designed for all schools, businesses and individuals in California: . to mobilize to make California schools leaders in technology t . to raise California from 50th in the nation to first in students per computer, and . to obtain one million donated computers by the year 2000 to enhance K-12 instruction. All K-12 public and non-profit schools in California are invited to participate by soliciting individuals and local businesses for donations of used computers. Detwiler Foundation Computers for Schools Program will match the number of computers schools obtain locally between the time a school joins the Matching Challenge and Thanksgiving 1994. Locally donated computers must be in working order, be complete with hard drives, and have been given directly to the school by businesses with fewer than 200 employees or by individuals. Eligible computers will be matched with refurbished computers with hard drives. Enclosed is everything that you need to join the Matching Challenge. Through the Computers for Schools Program, Pacific Bell, Bank of America, and GTE have taken the lead in education in California by making major commitments to donate computers to match those procured by local school drives. Pacific Bell is also giving generous financial support to the Program. For California to remain strong into the future, we must improve the technology in our schools. The Program is soliciting the other large statewide corporations to help California schools become leaders in technology. To reach the ambitious goal of one million computers, schools must work in partnership with their communities to tap local sources of used computers. To facilitate this, the Computers for Schools Program will assist schools in planning local initiatives. Several software companies have undertaken donation programs to coordinate with the Computers for Schools Program. Software currently available for donation includes various K-12 educational titles and the full line of Peachtree accounting software from Enhanced Accounting Systems Management Co. We are also coordinating with GeoWorks and with WordPerfect Corporation, and we expect to be able to provide additional applications shortly. Software is provided for use on donated computers only, and requests for donated software must be made through the Computers for Schools Program. j;;;;)bfWJv Diana Detwiler Executive Director t:\df\exl'\mnlchin::4 e . , e ~NEWSLINE . By Daniel E. Kinnaman PACIFIC BELL HELPS CALIFORNIA SCHOOLS ACQUIRE USED COMPUTERS Given the state's Silicon Valley repu- tation, you might find this hard to believe, but Quality Education Data. a Denver- based research firm, ranks California last among the 50 states in computer-to-stu- dent ratios, with just one computer for every 20 stu- dents. In response, San Francisco-based Pacific Bell ,-.'. has annOunced a plan to help change these numbers. According to Pacific Bell chair Phil Quigley, the com- p~y will spend S600,000 to underwrite a major expan: sion of the Detwiler Foundation's Computers for Schools Program, a California-based K-12 equipment donation program that is the largest in the country. "If businesses and individuals donate just ten percent of the computers ~ that are taken out of service j each year, California will ~ lead the nation in students j per computer within three ~ years," says John Detwiler, ~ co-founder and president of 1 the foundation. Accordim, to ~ Detwiler, the new prog;am gram will enable students ~~, take ad\'anta~e of the com-- munications -superhighwar ty of the u sed computers being sought for distribution through the program. Quigley says, "Within 18 months, we expect that 30 to 40 percent of the compUters obtained through the j Computers for Schools pro- 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . -'::" ~% ~ ( '.~ . ~~ t t ~t r;"i.. '; ) !, ;. t" r: ~. .~ ... ;..~ .~.... -[! . ...- ~~.. ~ . . ...- II) c: .2 ,. 1::; .g ~ -,- ~ CJ5 ~. '0 ,., '" ~ :;; o u II) .g c. e - '" .-';..- ~ f_ ~-'-' .. Cii "5 c. E o u e e COMPUTER MATCHING CHALLENGE of the DETWILER FOUNDATION COMPUTERS FOR SCHOOLS PROGRAM The Detwiler Foundation Computers for Schools Program is working with schools to obtain donations of one million computers for schools in California by the year 2000. To do this, schools, businesses and the Foundation must work together. Together we can raise California from 50th in the nation to first in the number of students per computer. U sed computers donated through the Computers for Schools Program will be made available to schools that undertake their own efforts to obtain donated computers. Schools are encouraged to launch local computer donation drives to obtain used computers from individuals and local businesses between now and Thanksgiving 1994. The Program will match the resulting computers one-for-one with other donated computers. The Program will more than match computers donated to schools in areas with limited potential to obtain donations from local sources. There are five steps to the Matching Challenge: 1. Return the application for participation. 2. Obtain computers locally. 3. Receive Matching computers. 4. Request appropriate software.. 5. Recognize donors. STEP 1: Return the application for participation. Public and private K-12 schools in the state of California which are eligible to receive tax- exempt donations qualify for participation in the Matching Challenge. Schools wishing to participate must return the enclosed application and proof of eligibility. STEP 2: Obtain computers locally. There are 11,000 schools in California, and almost all need computers. Equipping all of our schools must be a cooperative effort. Detwiler Foundation is soliciting computer donations from the largest companies in the state, but we cannot reach all the regional and local companies that have available equipment. To obtain a million computers, we need to tap the local sources of computers, and that is up to you. Over 1.5 million computers come out of service each year in California when businesses and e e individuals upgrade their systems. When you start looking, you will find them everywhere. Many of the computers businesses set aside are less than 2 or 3 years old. We encourage you to launch a computer drive at your school to collect donations of used-but-working Macintosh and IBM-compatible personal computers from individuals and businesses within your community. :'At6ii1P~t~r~i+~cair~,e~~uriche4i~A,f#:i~eps;'::.., ...............................:.................~I.... be~lgh3.~'. .~. .coordiI13.!or...f"oi.the.. initi~tiV6'..~cJ....i...i6dation...wh,eie...donations_ will. 'be". ' i '., ascept~.T~iscal1 be on a ,sch()QlCaIrip~s-,at ~district ,warehouse, or ()ther . H, 1?l:ati9I1thatisseeure and convenient Xot donors., Provide a r~ipt to each donor. ".". .'.':. .:.......::......>::..... . : ....... .".." ::" .":-- ......:..:.:. ..... .. '.: . ." . ......:....-:.:.. ":::-.. . .... "."."... , . .... ...... .... :....... ..:. ":-"-::.. . .." .... ... .. .'.2.pu~liciiejhedrive inevery<waypossible<arIlcmg teacherst parents, the ..cofIlIl1uriitY, business partners and other local businesses. 5. Enlist the active support of PT A members and local service organizations such as Rotary and Kiwanis Clubs to solicit on your behalf. For your convenience in handling the equipment, we recommend that you: 1. Screen equipment carefully before you accept it to avoid handling useless machines. 2. Do not accept any computer that does not have at least a hard drive. 3. Unless you have someone to repair computers, accept only computers that are in working order. Have someone, perhaps a parentt staff member or business partner, check out the equipment as it comes in to ensure that everything is i~ working order. To record information about the donations you receive and to request matching computers, use the enclosed "Donor Information & Request for Matching Computers" form. When a donation is made, fill out and have the donor sign the top section of the form. When the computers are tested and inventory numbers are assigned, complete the bottom section of the form. Inventory numbers must be assigned through the same procedure as if the equipment had been purchased. The Principal is required to verify that equipment is eligible for matching. Complete a "Donor Information & Request for Matching Computers" form for each donation (make copies of the blank form as needed). Return the completed forms to Detwiler Foundation within six weeks of when the computer was received by the school. To be eligible for matching, donated computers must be received by the school no later than Thanksgiving 1994, and the forms received by Detwiler Foundation by January 5t 1995. Detwiler Foundo.tion Computers for Schools Program Computer Matching Plan, page 2 e e STEP 3: Receive matching computers. After your school submits the "Donor Information & Request for Matching" form with information about the computers to be matched, the Computers for Schools Program will obtain computers to match the number of eligible working hard-drive computers you collect. The matching computers will be sent to a computer repair class near you to be refurbished, arid your school will be notified where you can pick them up. Our network of computer repair classes includes 14 community colleges and many ROP and continuing education programs. . .. .. .. . . ...... . .. ....... .. . . ......... .. ... ...., .. .... . .. . .......... .... .., ... ... . ... .... .. ... ..... .,. . ...... .. " .. .. .... . . ... .... ...... . . . . .. . ....... . .To beeligiblet()l>e matched; a computer , . .. . . . .. . . . . .. . . .. .. . . .. . . . . . . -. - . . - . . ... . . .. . - .. . . . . . . . . . . . . . . . . . 2. Be astand~alorie IBM-compatibie;Apple()! Macpt()shpers09alcomputer with . a hard drive. No mainframes, minicomputers, dump terminals or floppy-drive-only somputers. 4. Have an inventory number assigned by the district that could be verified by an independent auditor. 5. Be in use productively for instruction in a classroom, lab or media center where its primary use is by students or teachers. The Detwiler Foundation will match only computers donated as a result of the school's own efforts to solicit used equipment donations from local sources. Purchased computers, previously donated or loaned computers, and pledges for future donations will not he matched. The Detwiler Foundation will match computers only up to the point at which the school has a ratio of students to hard-drive computers of 8 to 1. (For example: Suppose a school has 1000 students and has previously obtained 25 hard-drive computers. The school could collect 50 hard- drive computers from local sources which Detwiler Foundation would match, so the school would have a total of 125 hard-drive computers.) Computers will be matched in number, not in model or type. Computers used in matching reflect the mix of models used in industry and are expected to be mostly IBM-compatible computers with hard drives (you will get the refurbished machine itself, not the money to buy one). Detwiler Foundation will provide matching computers as soon as possible after receiving the proper information regarding the computers to be matched. , Detwiler Foundation Computers for Schools Program Computer Matching Plan, page 3 e e The Foundation will match computers donated by individuals and businesses up to 200 employees. We cannot match donations from companies larger than 200 employees because we are relying on these companies to provide the computers we need to match yours. Most major corporations donate only a fraction of their available computers. Our goal is to obtain pledges from corporations above and beyond what they already donate to schools and to facilitate their donating to their maximum potential. As soon as possible after picking up the computers arranged by. Detwiler Foundation for matching, the school agrees to obtain and provide Detwiler Foundation with the inventory numbers assigned to them for tracking purposes. STEP 4: Request appropriate software. After you have submitted your request for matching computers, a current list of software available for donation will be sent to you. The Computers for Schools Program has arranged with various software publishers to donate software suitable for use on the donated computers. Easy-to-use, donated software is available to complement K-12 curricula in a wide range of subjects: spelling, typing, math, science, languages, etc. Some applications are user-friendly even if you have only used Apple-Macintosh computers before or have never used a computer. Many programs are entirely menu-driven so you need virtually no special training. Recipient schools may choose among a variety of applications. Applications include a variety of K-12 educational programs and the full line of Peachtree accounting software from Enhanced Accounting Systems Management Co. Software from GeoWorks makes any IBM-compatible computer work in a way very similar to Macintosh and Windows and offers applications for word processing, drawing, spreadsheets, scheduling, banner-making, and a telecommunications interface. Software will be licensed for use both on the eligible computers donated by local sources (given in cooperation with the Program) and the matching computers provided by Detwiler Foundation. STEP 5: Recognize donors. The matching program is possible because of the generosity of leading businesses in California. Donors need to be told how their gift has helped. Thanking donors is the best way to encourage them to continue to give as they upgrade in the future. Donor appreciation is a BIG priority and a requirement of participation in this Program. The school agrees to recognize matching donors equally with the donors of the computers to be matched, and to use its best efforts to recognize all donors, including but not limited to: 1. Sending a thank-you letter to each donor. Detwiler Foundation Computers for Schools Program Computer Matching Plnn, page 4 e e .. 2. Placing a decal on each donated computer stating the name of the donor and the Detwiler Foundation Computers for Schools Program. 3. Posting in a conspicuous place the Donor Honor Roll that will be provided by Detwiler Foundation. 4. Printing the names of donors in a newsletter or other publication that goes home with each student. 5. Issuing a press release when a school has received 10 or more computers. 6. Placing a permanent plaque in the school naming a lab or classroom for any donor who donates 20 or more computers. Additional Advisories Detwiler Foundation channels computers used for matching through computer repair classes which have agreed to test and certify that each computer is in working order before being assignee! to schools. All computers distributed in matching are expected to be in working condition. If a computer is defective or is not functioning, please contact Detwiler Foundation within two weeks of receiving it to arrange a replacement. Detwiler Foundation does not see the equipment directly and makes no representation with regard to the condition, functioning, or safety of the equipment. Detwiler Foundation is not responsible for the handling, transportation or ongoing maintenance qf equipment. Donations are made directly from the donor to the school. Detwiler Foundation does not take title to equipment. Equipment not picked up within two weeks of notification will be re-assigned and will not be replaced. The school agrees to use computers donated through the Matching Challenge for academic (non- administrative) use in classrooms, computer labs, libraries or media centers by students and teachers. The school will inform Detwiler Foundation where and how the donated computers are used. Unusable equipment may be disposed of as long as a record is provided of what is discarded. Donated equipment must not be sold within two years of donation without the written consent of the Detwiler Foundation. Computers obtained through local sources that are matched are considered to have been given in cooperation with the Detwiler Foundation Computers for Schools Program. Either the school or Detwiler Foundation may terminate participation in the Matching Challenge with written notice at any time except that Detwiler Foundation will endeavor to find donors to match donations of which it has been notified prior to the date of termination. Detwiler Foundation reserves the right to refuse matching to any school whose efforts are not within the spirit of the Challenge or which does not comply with the requirements of the Challenge. Detwiler Foundation Computers for Schools Program Computer Matching Plan, page 5 e e " ANSWERS TO COMMONLY ASKED QUESTIONS Q: "How modern are donated computers?" A: In order to stay competitive, businesses have to upgrade frequently. Many of the computers businesses set aside are less than 2 or 3 years old! Used computers are ideal for teaching purposes. If you screen equipment sufficiently before you accept it, you will only handle what you know you can use. Q: "Why do I want someone else's used computer?" A: Most of the computers you receive will be one upgrade behind industry, but only one upgrade away, and that is much better than what most schools have today. Moreover, these computers are available in large enough quantity to make it practical to fully integrate computers into the curriculum and to give every student more opportunity to learn on computers. If schools had to purchase computers, you might be able to buy a few, but donations can equip entire labs, put computers in every classroom and equip the entire school! Students deserve the best, but there is no need to spend precious money to purchase unneeded computer-power. That extra money could be spent on wiring, networking or supplies. Today's donated computers are more powerful than state-of-the-art computers were just a few years ago. There are hundreds of educational applications that can run on donated computers and can revolutionize your classroom and excite more students about learning. Q: "What if we are dedicated to a l\lacintosh environment and cannot provide additional teacher training?" A: Educational software that is available for use on the donated computers often requires virtually no teacher training. Once you have the computer, some applications require only that you or a student put in the disk and type in a password. It's that simple! You can teach spelling, typing, math, science and a whole range of other subjects by selecting from a menu and following the instructions on the screen. It makes the transition easy whether you've only used other models of computers or never used computers before at all! Most of the computers available for donation are IBM-compatible because that is what most businesses use. While many schools have primarily Apple and Macintosh computers, Apple and Macintosh computers account for only 13 % of all computer use. When students get out of school, if they hope to enter the workforce, they will almost certainly need to be competent on an IBM-compatible computer. Q: "How should I proceed?" A: You can start today. Fill out the enclosed application, and begin collecting computers locally. A more detailed action plan will be sent to you when your application is received. Sample literature, press releases, forms, decals, donor recognition and other helpful material is available upon request. If you have problems or questions, Detwiler Foundation can provide answers or can put you in contact with others in a similar situation. For additional guidance, call 619-456-9045. t e . " RESOLUTION NO. - 94 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN **************** DONATING EXCESS COMPUTER EQUIPMENT TO THE DUBLIN UNIFIED SCHOOL DISTRICT WHEREAS, the City is updating its computer system with new equipment in order to connect a local area network; and WHEREAS, the City's current computer system consists of primarily IBM Model 30 personal computers; and WHEREAS, the Dublin Unified School District made a formal request that the City donate the excess personal computers to the School District for use in the business department and in typing classes; and WHEREAS, the Dublin School District will receive a matching grant from the Detwiler Foundation for any computers that are donated to the School District; and WHEREAS, the City will have 16 personal computers that would normally be auctioned that could be donated to the School District; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin finds that a donation of excess computer will benefit the School District in providing an opportunity for students to be exposed to technology which ultimately benefits the entire community by having more educated young people. BE IT FURTHER RESOLVED the City Council of the City of Dublin hereby donate 16 personal computers that are excess and that are to be used in the business department of the Dublin High School. PASSED, APPROVED AND ADOPTED this 14th day of November, 1994. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk EXHIBIT 2