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Home My WebLink AboutItem 4.05 Recycle E-Waste~~~~ OF Dp~~~~ ~ i9`~_~~-~~%Z STAFF REPORT C I T Y C L E R K ~~c~~,,~ 1~ DUBLIN CITY COUNCIL File #^ 3~0~-~~ DATE: November 16, 2010 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. Report Prepared by Steve Pappa, Information Systems Manager EXECUTIVE SUMMARY: The City generates electronic waste in the form of 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 that has accumulated over the past 14 months. FINANCIAL IMPACT: There is no cost associated with the proper disposal of the computers and related electronic equipment by ECS Refining. 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. / , ;~ r_,_ ~, ~ ~ ,' '~ i'1- Submitte ~+ Information Syst~ms Mgr ~, ,, ~ ~~ ~ ~~~ r Reviewed By Administrative Services Dir. Revi By 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. 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. Page 1 of 2 ITEM NO. ~• ~ ~ 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. The proposed resolution (Attachment 1) authorizes Staff to use ECS Refining and also 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 Waste and Surplus Computer Equipment. Page 2 of 2 ~~ ~ RESOLUTION NO. xx - 10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ******~** AUTHORIZING THE USE ECS REFINING 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, 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. 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 November 16, 2010 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 16t" day of November, 2010, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor City Clerk ~-s ~~' 1~~~'~ ATTACHMENT 1 ~ b~ ~ CITY OF DUBLIN COMPUTER RECYCLING LISTING (November 16, 2010) PREPARED BY ADMINISTRATIVE SERVICES DEPARTMENT APPROX. PURCHASE Description DATE CITY OWNED EQUIPMENT COMPUTER 7/26/1999 COMPUTER 7/26/1999 COMPUTER 8/1 /1999 COMPUTER 8/10/1999 COMPUTER 7/15/2000 COMPUTER 2/5/2002 COMPUTER 4/16/2002 COMPUTER 10/31/2002 COMPUTER 1/21/2003 COMPUTER 10/24/2003 COMPUTER 10/24/2003 COMPUTER 10/24/2003 COMPUTER 8/15/2004 COMPUTER 8/15/2004 COMPUTER 8l15/2004 COMPUTER 8/15/2004 COMPUTER 8/15/2004 COMPUTER 8/15/2004 COMPUTER 8/15/2004 COMPUTER 6/21/2005 COMPUTER 8/16/2005 COMPUTER 8/16/2005 COMPUTER 8/16/2005 COMPUTER 8/16/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 10/20/2005 COMPUTER 4/11/2006 Serial Number BCHE85443034 US92914591 US92914717 US93108223 US02713097 AM-8686M AMM875BD 4594505634 7QMB821 DJZMP31 CCZMP31 3JZMP31 H6N9851 7CN9851 5DN9851 8BN9851 19N9851 JBN9851 2639107189 3982831 4030578 4030574 4030576 4030577 4078059 4078070 4078064 4078056 4078068 4078073 4078058 4078071 4078060 4078078 4078061 4078057 4078077 4078066 4078065 4078053 4077414 4078062 4078072 4078063 4173381 Manufacturer / Model HP Vectra VE HP Vectra VE HP VEi8 HP Vectra VEi8 HP Vectra VEi8 IBM X41 IBM X41 HP Pavilion 6545 Dell Precision 530 Dell Optiplex GX270 Dell gx270 Dell gx270 Dell gx270 Otiplex GX270 Otiplex GX270 Otiplex GX270 Otiplex GX270 Otiplex GX270 Deli GX270 MPC CLIENTPRO 414 MPC Clientpro 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 MPC CLIENTPRO 414 Page 1 of 3 EXHIBIT A ~ ~~ CITY OF DUBLIN COMPUTER RECYCLING LISTING (November 16, 2010) PREPARED BY ADMINISTRATIVE SERVICES DEPARTMENT APPROX. PURCHASE Description DATE Serial Number Manufacturer / Model CITY OWNED EQUIPMENT Server 8/13/1995 100010652 IBM server as400. Sever 12/19/2000 IE3016249 HP Netserver 2000R Printer 7/1/1996 USCB248535 HP LJ 5L Printer / Copier 3/16/1999 SGB87AGDP0 HP Officejet Pro 1170 Cxi Printer 4/20/1999 AN001932011 Ithica Receipt prt Printer 4/20/1999 KG002293097 Ithica Receipt prt Printer 4/20/1999 AN001932006 Ithica Receipt prt FAX 9/8/2000 B1 GN600119J Samsung SCANNER 5/7l2002 BR304304 CANON DR5020 Printer 7/15/2002 MY24HD65J1 HP OfficeJet K80 SCANNER 8/3/2004 BR309784 CANON DR5020 SCANNER 8/17/2005 CNOAE110W2 HP ScanJet 4300C PROJECTOR 7/16/2003 G2501313 SANYO Tape Deck 12/16/1999 240059 Tascam 112R MONITOR 10/8/1998 KR82655538 HP 15" MONITOR 8/21/2001 56908691 PHILIPS 15" MONITOR 8/21/2001 56908673 PHILIPS 15" MONITOR 8/21/2001 56908684 PHIL~PS 15" MONITOR 8/21/2001 MXOJ094747605392CT Dell 15" MONITOR 8/21/2001 7211W061F PHILIPS 15" MONITOR 8/21/2001 56908668 PHILIPS 15" MONITOR 9/17/2001 QN17JT8Z008 Compaq KVM MONITOR 1/14/2003 KR-07R477 Dell17" MONITOR 5/14/2003 S8PPU290048 NFREN 18" MONITOR 8/15/2004 mxOj09474760538qajln Dell15" Battery Power Supply (UPS) 4/20/1999 APC Smart-UPS 1400 Battery Power Supply (UPS) 9/14/2004 APC 350 Battery Power Supply (UPS) 9/14/2004 APC 350 Battery Power Supply (UPS) 9/14/2004 APC 350 Battery Power Supply (UPS) 3/1/2007 APC 550 BINDING MACHINE 2/6/2001 Binding Machine CASH DRAWER 3/14/2002 Indiana CASH DRAWER 3/14/2002 Indiana CASH DRAWER 3/14/2002 Indiana CASH DRAWER 3/14/2002 Indiana Page 2 of 3 EXHIBIT A ~ ~~ CITY OF DUBLIN COMPUTER RECYCLING LISTING (November 16, 2010) PREPARED BY ADMINISTRATIVE SERVICES DEPARTMENT APPROX. PURCHASE Description DATE POLICE PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY COMPUTER PD PROPERTY Serial Number Manufacturer / Model Printer PD PROPERTY Printer PD PROPERTY Printer PD PROPERTY MONITOR PD PROPERTY Video Rec. PD PROPERTY Page 3 of 3 MXK3461D3G HP Pavillion 17N9851 Dell Optiplex GX270 PTC211/99/120 Compaq Armada CNOG51524864343900 Dell Latitude D600 MXK43807T2 Compaq Presario SR1250NX H P Vectra F267B01001989 Gateway PD PROPERTY 486 Pent mini tower 15681610369 Dell 9658520605 Dell 3627059797 Dell 2373644 IBM Thinkpad 3J573A01 Dell 751907154 CTX EZBook 465400301 Sony PP052 Dell MXK3461 D3G Compaq MXK3461 D3G HP PTC211/00/120 Compaq PRS403U-T2CW8 Toshiba NO SN Canon Pixma M160 AZDK10156 Canon ~ Epson FX-890 none Gateway 137J0381 JVC Video Recorder EXHIBIT A