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Home My WebLink About2010 11 15 Consent 200 Request Authorization to Dispose of Surplus Assets COMMISSION AGENDA Informational ITEM 200 Consent X Public Hearings Regular November 15, 2010 Regular Meeting M r C � e t. g P Authorization REQUEST: The Information Services Department requests authorization to dispose of surplus assets according to the attached disposition sheets. SYNOPSIS: Each month, the Information Services Department coordinates the disposal of assets from each department. Once the assets have been inventoried a list is provided to the City Manager for approval for disposal by various methods based upon the requesting department's preference. The disposal of these items must then be approved by Commission. CONSIDERATIONS: The disposal of surplus assets is governed by Section 2 -194 of the City's Code of Ordinances. Items that have been identified as surplus no longer provide a useful purpose for the City. Each month, the City's surplus assets list is compiled and reviewed by the Information Services Department in order to identify any potentially usable computers or technology- related items to determine if any may provide added value in other locations throughout the City. The process is as follows: 1. Information Services reviews the list to identify any functioning computers that may potentially be utilized as a spare PC or as a replacement for someone with an older PC. 2. Once this review has been completed, the entire list of surplus asset items (which includes technology and non - technology items) is sent to all departments to see if they may be able to utilize any of the items on the list. 3. Once the departments have completed their review, a final list of the surplus computers is forwarded to the Winter Springs Senior Center REGULAR MEETING — November 15, 2010 AGENDA ITEM - CONSENT 200 PAGE 2 OF 3 Association to determine if they might be interested in purchasing any of the equipment. 4. Then a final list of surplus assets is compiled and included with the Commission consent agenda item requesting authorization to dispose of the listed surplus assets. Functioning computers on the final list are generally out of warranty and are unable to meet the computing demands placed upon them with the present suite of applications utilized by the City. A vast majority of these assets are no longer functioning properly, and are either beyond repair or the cost to repair such items is prohibitive. The following includes a brief explanation of the methods of disposal for the City's assets which are deemed surplus: • Auction or Online Auction - Items that do hold some market value are sold at auction or on Ebay. • eWaste — Some electronic items that no longer work, are beyond repair, are not eligible for auction, and contain some hazardous parts /materials are considered eWaste and must be disposed of properly. We currently take advantage of Seminole County's "Electronic Collection and Recycling Program" for these items. • Destroy /Salvage - Occasionally there are items from Public Safety that cannot be sent to auction and must be destroyed due to the function they performed. Items that cannot be repaired, traded, or sold at auction are destroyed or may be sold for salvage. • Trade -in - Some items may be used as a trade -in on newer or better items; this includes but is not limited to network equipment and vehicles. The trade -in must be approved by Commission. • Totaled /Accident - Vehicles that have been totaled in an accident. • Lost — Items that have been lost. • Stolen — Items that have been stolen — a police report is required for these items. • Donated — Items to be given to another person or entity. The donation must be approved by Commission. Public auctions are held by George Gideon Auctioneers on the 3 Saturday of every month, with the exception of December. When disposing of items that are beyond repair, the Information Service Department attempts to provide the most cost effective and environmentally friendly method for their disposal. FISCAL IMPACT: There is no cost to dispose of these surplus assets. The City receives revenue generated from items sold at auction. is \admin_docs \agenda items \fy 2011 \ 111510_comm_ consent_ 200_ surplus_assets_disposition.docx REGULAR MEETING — November 15, 2010 AGENDA ITEM - CONSENT 200 PAGE 3 OF 3 COMMUNICATION EFFORTS: A copy of the list of items to be disposed of has been posted on the City's website under Public Notices. Additionally, the contact information for the vendor conducting the auction has also been provided on the website. RECOMMENDATION: It is requested that the City Commission approve the disposition of the attached list of surplus assets. ATTACHMENTS: Surplus Asset List Sheet(s) is \admin docs \agenda items \fy 2011 \ 111510_comm_consent_200_surplus_assets_disposition.docx SurplusAssetsFinalList 2010- 11- 15.xml Page 1 of 1 Close Print View Powered by: Surplus Assets Final List to Commission Provided by City of Winter Springs Commission Date Methods of Disposal 11/15/2010 1 .- 1- Auction - Gideon 7 - Totaled /Accident 2 - Auction - Online 8 - Lost 3 - e -Waste 9 - Stolen 4 - Destroy 10 - Donated 5 - Salvage 11 - Transfer 6 - Trade -in Surplus Assets Department (Description sset # Vin # /Serial # riginal Cost'Model # ransfer From FTransfer To Method of Disposal PD ' Panasonic Toughbook CF 29 301507 AEKSA36935 NA CF 29 None None 1 PD !'Panasonic Toughbook CF 29 301547 AEKSA36993 I NA CF -29 None I None 1 PD Panasonic Toughbook CF 29 I 301502 1 AEKSA36929 INA CF -29 None None 1 PD Panasonic Toughbook CF -29 1 301503 l I ! AEKSA36930 'NA : CF 29 — None None 1 — I �. _ ____ PD Panasonic Toughbook CF 29 301514 4EKSA36943 INA CF -29 None None 1 PD Panasonic Toughbook CF 29 301510 IAEKSA36938 NA CF 29 None None 1 PD Panasonic Toughbook CF 29 301531 AEKSA36962 NA CF -29 None None 1 PD Panasonic Toughbook CF -29 301491 4EKSA36862 j NA I CF 29 None I None 1 7 PD I Panasonic Toughbook CF -29 301511 4EKSA36940 NA CF -29 None None 1 PD Panasonic Toughbook CF 29 301536 4EKSA36968 NA CF-29 None I None 1 PD J, Cisco 2611 Router 301469 jJMX0809L1L0 NA 2611 None None 6 PD i 2003 Chevrolet Impala 307511 2G1WF55K1393 NA I IMPALA None None 5 38929 PD ; 2003 Chevrolet Impala 301440 2G1WF55K1394 Impala None None 5 1 12284 Set Date Due to IS ISF- 2004 -1000 - Template Last Modified: March 5, 2010 Submit http: / /wsportal /Docs /surplus_ asset/layouts /FormServer.aspx ?XmlLocation = /Docs /surplus... 11/2/2010