HomeMy WebLinkAboutItem 4.6 Dispose Surplus Phone System
STAFF REPORT CITY CLERK
File #350-40
CITY COUNCIL
DATE:November 5, 2013
TO:
Honorable Mayor and City Councilmembers
FROM:
Joni Pattillo, City Manager
SUBJECT:
Proposal to Use ICMA/Alpha3 for Removal and Disposal of
Surplus Telephone System
Prepared by Steve Pappa, Information Systems Manager
EXECUTIVE SUMMARY:
The City recently replaced the telephone system at City facilities. The removal of the surplus
telephone system was excluded from the scope of the replacement project. It is proposed to use
ICMA/Alpha3 for removal and disposal of the surplus telephone system.
FINANCIAL IMPACT:
There is no cost associated with the removal and disposal of the surplus telephone system by
ICMA/Alpha3.
RECOMMENDATION:
Resolution
Staff recommends that the City Council adopt Authorizing the use of ICMA/Alpha3
for the removal and disposal of the surplus telephone system.
Submitted By Reviewed By
Administrative Services Director Assistant City Manager
DESCRIPTION:
On September 6, 2013, the City activated a new Cisco telephone system at all City facilities
which replaced the function of the existing Toshiba telephone system which was installed in
January, 2003. There was no trade-in credit for the Toshiba system offered to the City as part of
the Cisco telephone system project. The Toshiba system includes 200 telephones and five
controllers at City facilities, and although the equipment is of no further use to the City, it has
some value in terms of spare parts to distributors of Toshiba equipment.
The City received offers from three companies to uninstall and remove the equipment from City
facilities, and to pay the City for the equipment. All companies offered removal service at no
charge to the City, but ICMA/Alpha3 offered the highest payment for the equipment, which they
ITEM NO. 4.6
Page 1 of 2
will use for spare parts. ICMA/Alpha3 was ultimately selected to disconnect the system at the
Civic Center, Shannon Center, Senior Center, and Swim Center, transport the equipment away
from City facilities, and pay the City $900 for the equipment. This is in accordance with the
Dublin Municipal Code section 2.36.150, which allows the Purchasing Agent to dispose of worn
and obsolete equipment.
In the absence of a company interested in bidding on the Toshiba system for its spare parts, the
City would have used MCE, its contract maintenance provider, to remove the equipment at an
estimated cost of $1,200 for the labor. The City would have then stored the equipment on site
and contacted an electronics recycling firm to remove the equipment and dispose of it in an
environmentally responsible manner.
The proposed resolution (Attachment 1) authorizes Staff to use ICMA/Alpha3 for removal and
disposal of the surplus telephone equipment, and directs Staff to remove the disposed assets
from the City’s fixed asset records.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution authorizing the use of ICMA/Alpha3 for the removal and
disposal of the surplus telephone system
Page 2 of 2
RESOLUTION NO. xx - 13
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * *
AUTHORIZING THE USE OF ICMA/ALPHA3 FOR THE REMOVAL
AND DISPOSAL OF THE SURPLUS TELEPHONE SYSTEM AT CITY FACILTIES
WHEREAS,
the City replaced the telephone system at City facilities making the former
telephone system obsolete; and
WHEREAS
, the former Toshiba telephone system is deemed to be beyond its useful life and
is obsolete equipment; and
WHEREAS
, Dublin Municipal Code section 2.36.150 allows the Purchasing Agent to dispose
of worn and obsolete equipment; and
WHEREAS,
the obsolete telephone system includes 200 telephones and five control units;
and
WHEREAS,
ICMA/Alpha3 proposes to disconnect the telephone system at four City facilities
and transport all components away at no cost to the City.
NOW, THEREFORE, BE IT RESOLVED
that the City Council of the City of Dublin hereby authorizes
the use of ICMA/Alpha3 for the removal and disposal of the surplus telephone system at City
facilities as described to the City Council on November 5, 2013.
BE IT FURTHER RESOLVED
that the City assets disposed of shall be removed from the fixed asset
records of the City.
th
PASSED, APPROVED AND ADOPTED
this 5 day of November, 2013, by the following vote:
AYES
:
NOES
:
ABSENT
:
ABSTAIN
:
______________________________________
Mayor
ATTEST
:
___________________________
City Clerk