HomeMy WebLinkAboutItem 4.05 Recycle Computer SurplusG~~.l OF DU~~~G
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STAFF REPORT C I T Y C L E R K
DUBLIN CITY COUNCIL Fi1e # ^0^5 ~-^~f0
DATE: May 17, 2011
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager
SUBJEC . Request for Authorization to Use ECS Refining for the Recycling of City
Electronic Waste and Surplus Computer Equipment and Dispose of other Surplus
Property
Report Prepared by Steve Pappa, Information Systems Manager and Amy
Cunningham~udget Manager
EXECUTIVE SUMMARY: ~
" The City generates electronic waste in the form of computers, monitors, printers and other i`tems
thaf 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 that has accumulated over the past 6 months. Staff further requests the City
Council declare certain items as surplus property and authorize Staff to send the items to a
professional auction company for auction.
FINANCIAL IMPACT:
There is no cost associated with the proper disposal of the computers and related electronic
equipment by ECS Refining. Proceeds from the sale of surplus property will accrue in the
General Fund and Equipment Replacement Fund.
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 and
declaring certain items as surplus property, and authorize the transfer of these items to a
professional auction company for sale.
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ubm e'' Reviewed By ~p Reviewed By
Information S s~ms Mgr Administrative Services Dir. _ Assistant City Manager
Page 1 of~ ITEM NO. ~ o S
DESCRIPTION:
Electronic Waste
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. ~
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 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 as well as unclaimed property in the form of computer equipment held by Dublin
Police Services.
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 disk drives and provide a certification of destruction for
computer hard disk drives.
ECS Refining of Santa Clara 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 does not export electronic waste out of
California 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 disk drives are removed from computer cases and are shredded. ECS Refining will
evaluate the condition and age of the computer cases minus the hard disk drives for potential
remarketing. Based on the age of the City inventory remarketing is not likely. ~
The City's computer equipment to be disposed of is inoperable and 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 City has also implemented a cost savings
practice, in which monitors are not replaced each time a desk-top computer is replaced. Staff
experience is that the monitors have a longer life.
Surplus Property
Staff has also identified City owned surplus property items that would be appropriate to forward
to an auction firm "for disposal. Consistent with past~ practice Staff proposes to transfer all items
(those not categorized as electronic waste) to a single professional auction firm.
There are:various ifems of surplus property currently being stored at City facilities that can be
disposed of at this time. The need for storage space requires the City to periodically dispose of
stored, unused items. Surplus items currently being stored at City facilities include office
furniture and miscellaneous equipment.
Page 2 of ~
As noted above, the City's purchasing ordinance (DMC Chapter 2.36) allows for the auctioning
of items declared surplus. Professional auction companies complete marketing and advertising
for the auctions, and arrange for pickup and transportation of property to the auction facilities for
preparation for sale. In the past, auctioneers have successfully sold all surplus items.
The proposed resolution (Attachment 1) authorizes Staff to use ECS Refining for disposal of
electronic waste; declares certain items surplus property and authorize the transfer of these
items to a professional auction company for sale, and directs Staff to remove the disposed
assets from the City's fixed asset records
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None
ATTACHMENTS: 1. Resolution Authorizing Staff to Use ECS Refining for
the Recycling of City Electronic VVaste and Surplus Computer
Equipment and Declaring Certain Items as Surplus Property
Page 3 of 3
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RESOLUTION NO. ~cx - 11
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AUTHORIZING THE USE OF ECS REFINING FOR THE RECYCLING
OF CITY ELECTRONIC WASTE AND SURPLUS COMPUTER EQUIPMENT AND
DECLARING CERTAIN ITEMS AS SURPLUS PROPERTY
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 Gouncil with a listing of worn and obsolete electronic
equipment to be disposed of; and
WHEREAS, the City's current electronic waste includes inoperable computers, printers, and
other office equipment that is 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, ECS Refining is a State certified electronic waste recycler; and
WHEREAS, ECS Refining will provide the City with certification that the electronic waste was
disposed of properly and in an environmentally responsible manner; and
WHEREAS, Staff have also identified miscellaneous surplus property, including office furniture ~
and equipment which pursuant to the local purchasing ordinance may now be disposed of; and
and
and
WHEREAS, the most effective method of disposing of such items is by professional auction;
WHEREAS, independent firms are available to publicly auction items to the highest bidder;
WHEREAS, consolidating the sale of all items is a cost-effective means to obtain auction
services.
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 May 17, 2011 and listed on Exhibit A attached hereto.
BE IT FURTHER RESOLVED that items including office equipment and miscellaneous equipment
are declared surplus property to be sold at auction and the City Manager and/or her designee shall
ATTACHMENT 1
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be authorized to arrange for the auction of surplus City property in accordance with state and local
laws and:regulations.
BE IT FURTHER RESOLVED that the City assets disposed of shall be removed from the fixed asset
records of the City.
PASSED, APPROVED AND"AC~OPTED this
AYES:
NOES: ~
17th day of May, 2011, by the following vote:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT 1
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CITY OF DUBLIN COMPUTER RECYCLING LISTING (May 17, 2011) ~
PREPARED BY ADMINISTRATIVE SERVICES DEPARTMENT
APPROX.
~ PURCHASE
Description DATE Serial Number Manufacturer / Model
~
CITY OWNED EQUIPMENT '
COMPUTER 7/1/2004 GXMV751 Dell SX-270
COMPUTER 10/2/2006 1X43Y61 Dell GX-620
COMPUTER 10/2/2006 CS43Y61 Dell GX-620
COMPUTER 10/20/2006 27NZZ61 Dell GX-620
COMPUTER 10/2/2006 4W43YB1 Dell GX-620 ~
COMPUTER 10/2/2006 HW43YB1 Dell GX-620
COMPUTER 10/20/2006 F6NZZ61 ~Dell GX-620
COMPUTER ~ 7/1/2004 4CN9851 Dell SX-270
COMPUTER 10/24/2003 CJZMP31 Dell SX-270
COMPUTER 10/24/2003 2TPVN31 Dell SX-270
COMPUTER 7/1/2004 78N9851 Dell SX-270
COMPUTER 9/12/2006 3X52T61 Dell GX-620
COMPUTER 9/12/2006 GX52T61 Dell GX-620
COMPUTER 10/2/2006 DW43YB1 Dell GX-620
COMPUTER 10/20/2006 17NZZB1 Dell GX-620
COMPUTER 10/2/2006 1 W43Y61 Dell GX-620
COMPUTER 10/20/2006 D6NZZB1 Dell GX-620
COMPUTER 10/20/2006 96NZZ61 ~ Dell GX-620
COMPUTER 9/12/2006 FX52T61 Dell GX-620
COMPUTER 10/2/2006 DY43YB1 Dell GX-620
COMPUTER 10/20/2006 C6NZZ61 Dell GX-620
COMPUTER 10/20/2006 H6NZZB1 Dell GX-620
SERVER 12/7/2005 4110801 MPC SR1435
ALL-IN-ONE 2/27/2006 4078074 MPC ClientPro 414
ALL-IN-ONE 2/27/2006 4152408 MPC ClientPro 414
MONITOR 10/2/2006 CY-024311 Dell 17" monitor
PRINTER 8/19/2009 CNNL612677 HP LASERJET M3035
PRINTER 7/28/2005 MY9A1410S8 Hp Officejet 8500
POLICE PROPERTY
COMPUTER ~ DBRGX61 DELL Tower
COMPUTER MXF71505PQ HP PAVILION
COMPUTER 3627059797 HP PAVILION
LAPTOP 11653130-1 TOSH I BA
LAPTOP Z9322737U-3 TOSHIBA
LAPTOP 78-T6170 IBM Thinkpad
LAPTOP TW12709275 HP
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