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2014 05 12 Consent 310 Surplus Assets COMMISSION AGENDA Informational Consent X ITEM 310 public Hearings g Regular May 12, 2014 KS JD Regular Meeting City Manager Department 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. Consent 310 PAGE 1 OF 3- May 12,2014 3. Once the departments have completed their review, a final list of the surplus computers is forwarded to the Winter Springs Senior Center 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 -Items that do hold some market value are sold at auction. • 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. Most surplus items are sold at public auction held by George Gideon Auctioneers in Zellwood on the 3rd Saturday of every month, with the exception of December. Depending on the vehicle, surplus vehicles are sold at public auction by Fleet Auto Sales and Leasing in Longwood or by George Gideon Auctioneers in Zellwood. 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. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals Consent 310 PAGE 2 OF 3- May 12,2014 noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, eAlert/eCitizen Recipients, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends that the City Commission approve the disposition of the attached list of surplus assets. ATTACHMENTS: Surplus Asset List Sheet(s) - 1 Consent 310 PAGE 3 OF 3- May 12,2014 SurplusAssetsCommissionForm_2014-05-12.xm1 Page 1 of 1 Submit Close Print View Powered by: Surplus Assets Final List to Commission Provided by City of Winter Springs Commission Date Methods of Disposal 1-Auction 5-Trade-in 9-Donated 2-e-Waste 6-Totaled/Accident 10-Transfer 5/12/2014 no]3-Destroy 7-Lost 11-Sell 4-Salvage 8-Stolen Surplus Assets xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.....................................................................................................xxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxx.xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx_xxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Department 'Description 'Asset# ?Vin#/Serial# 'Original Cost:Model# -transfer From Transfer To Method of x � x � x Dis osal p x x x x x x PD 'Panasonic Toughbook CF-29 '301494 14EKSA36899 '4933.89 CF-29 'None None 3 laptop x x x x PD Panasonic Toughbook CF-29 '301527 1 4EKSA36957 '4933.89 CF-29 'None lNone 3 laptop PD 'Panasonic Toughbook CF-29 1301518 ',4EKSA36948 4933.89 CF-29 'None None 3 laptop xxxxxxxxxxxxxxxxxxxx 'xxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx x --I..xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx ...............xxxxxxxxxxxxxxxxxxxxxxxxx................ xxxxxxxxx x xxxx xxxxxxxx xxxxxx PD '2006 CHEVROLET 1301633 '2G1WS551X69 x 16000 :IMPALA 'None None 4 331128 x wwwwwwwwwwwwwwwwwwwww --------------------------------------------------r---------------- -----------------------t---------------- ww wwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwwww�------------------------------------------------------------ PD 2006 CHEVROLET %300739 2G1WS551569%16000 IMPALA %None HNone 1 i 334308 xxxxxxxxxxxx xxxxxxxxx xxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxxx xxxxxxxxxxxxxxx x xxxxxxxxxxxxxxxxxxxxxxx: PD 2003 CHEVROLET '307503 2G1WF55KX39%15000 IMPALA %None HNone 11 337553 x --------------- ------------------------------------------------------------------------------------------------------- PD '2003 CHEVROLET %307426 2GWF55K6393%15000 IMPALA %None None K 31085 PD '2003 CHEVROLET '307485 '2G1W55K539 '15000 IMPALA 'None None 11 333507 i PD 2003 CHEVROLET 1307422 2G1WF55K939 115000 IMPALA %None None 1 '335888 K x U 3"TRASH PUMP AND HOSE '307627 GX240-242 %1146.00 HONDA 'None None 9 4 CLK 83 xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxx xxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx'xxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxx..........................................xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx U MUD HOG PUMP/DIAPHRAM 1300093 N/A 'N/A N/A 'None None 4 :xxx xxxxxxxx xxxxxxxxx xxxxxxxxx xxxxxxxxx xxxxxxxxx xxxxxxxxx xxx x xxxxxxxxx .......................................... xxx xxxxxxxxx ......... xxx xx xxxxxxxxx xxxxxxxxx xxxxxxxxx xxxxx xx U PRO SCOUT TV INS SYSTEM '307787 ',2100110/2102%18750.00 500K %None None 1 601 x U 'EQUIP BOSCH JACKHAMMER %301264 N/A '1000.00 1131 1EVS %'None None '1 i i: i ,xxx xxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxx xxxxxxxxxxxx xxxxxxxxx xxxxxx�xxxxxxx xxxxxxxxx xxxxxxxxxxxxxxxxxxx�xxxxxxxxxxxxxx xxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxu xxxxxxxx xxxxxxxxx �xxxxxxxxxxxxxxx xxxxxxxxx. U PW-R MOLE PUSH PULLER '307769 BSBD12229 '9477.97 489 %None None '1 JACK AND BORE K K K EQUIP CUSTM PUSH SHORE ' / PD-4 'None None 1 U Q / x 300316 N A x 2100.00 BOX-POW-R-MOLE. BOX FOR JACK AND BORE K K x K K K x U 11999 FORD F-250 UT#36 DIESEL '307757 '1FTNF20F9XE '24511.25 F-250 'None None 1 D51250 i x..x::x::x..x..x..x..x..x..x::x::x..x..x..x..x..x..x::x::x..x...x..x..x..x..x::x..x..x..x..x..x..x..x::x..x..x..x..x..x..x..x::x..x..x..x..x..x..x..x::x..x..x..x..x..x..x..x::x..x..x..x..x..x..x..x::x..x..x..x..x..x%.:x::x..x..x..x..x..x..x.:x::x..x..x..x..x..x..x...x x..xx x..xx x..x..x:..x..x..x..x..x..x..x::x..x..x..x..x..x..x..x::x..x..x..x..x..�..x..x::x..x..x..x..x..x..x..x::x..x..x..x..x..x..x..x.:,..x..x..x..x..x..x::x::x..x..x..x..x..x..x::x::x..x..x..x..x..x..x::x::�x PR Equipment Trencher '300907 N/A '3640 N/A 'None None 1 K Comments: ASSET#301633 WILL BE SALVAGED FOR PARTS THEN SOLD TO 419 SALVAGE DUE TO VEHICLE INOPERABLE AND REPAIRS ARE MORE THAN VEHICLE VALUE. ASSET#300739 IS NO LONGER USEABLE FOR ANY CITY USE AND RECOMMENDATED TO GO TO AUCTION.ASSET 307503,307426 AND 307485 ARE GOING TO THE SEMINOLE COUNTY DRIVERS EDUCATION PROGRAM FOR PURCHASE.ASSET#307422 IS RECOMENDED FOR AUCTION DUE TO NO LONGER USABLE FOR CITY ISF-1006-SAFLC-Template Last Modified:March 23,2012 I Submit I I Close the Form I http://wsportal/Docs/surplus_asset/_layouts/FormServer.aspx?XmILocation=/Docs/surplus... 4/30/2014