HomeMy WebLinkAbout01/06/1998, C3 - SURPLUS COMPUTER EQUIPMENT0
FROM
SUBJECT
council
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REpont
C I T Y OF S A N L U I S O B I S P O
Bill Statler, Director of Finance VY a
SURPLUS COMPUTER EQUIPMENT
CAO RECOMMENDATION
Adopt a resolution authorizing the sale of replaced computer equipment.
DISCUSSION
Background
Maure D.re
I¢m Number
In implementing the information technology master plan goal of staying current with changes in
technology, the 1997 -99 Financial Plan includes funding to replace 65 computer workstations
annually. This reflects a replacement cycle of about 42 months per workstation.
We recently replaced .55 workstations in accordance with this program (the remaining
replacements will take place later this year). At this time, however, we only have nineteen
surplus computers, primarily due to interim workstation needs. For example, we have installed
12 of these replaced computers for training on the new public safety system, and 6 for training on
new utility maintenance software. Similar interim uses have been proposed for 7 other replaced
computers. These interim uses should be completed within the next six months. In two cases,
we recommend retaining 11 replaced computers indefinitely:
® Emergency operations center. The Fire Chief has requested that we retain 10
workstations for the emergency operations center. These would be "pre- positioned" and
fully configured, but would only be used when the center is activated. Given the limited
use that these computers would receive, and the low level of performance requirements
(they would primarily be used for internal email and simple word processing and data
base tasks), we believe this is a cost effective use of these replaced computers.
■ Downtown police office. The Police Chief wants to establish reliable data
communications between the Police Station and the downtown office. This can best be
done by setting -up an independent communications server for this purpose. Performance
needs for this purpose are low, and can easily be met by one of the replaced computers.
Again, we believe this is a cost effective use of these replaced computers.
The following summarizes the proposed disposition of the replaced computers:
Available for surplus at this time
19
Retained for interim uses — will be available for surplus within next 6 months
25
Retained indefinitely for the EOC and police communications server
11
Total
55
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Council Agenda Report — Surplus Computer Equipment
Page 2
Proposed Policy for the Sale of Replaced Computers
Under the City Charter, the sale of City property with a value in excess of $100 requires Council
approval by resolution. In general, we have sought Council approval for the declaration and sale
of surplus property on a case -by -case basis. While this should continue to be our approach for
most City assets such as real property, vehicles and other major equipment, we recommend a
different approach for replaced computer equipment.
Wlry? Based on our most recent replacement experience, it is logistically very difficult to stage
new computer installations while storing replaced computers, especially with the limited space
available to us. The best solution is to dispose of surplus computers as they are replaced. To do
this, we recommend adopting the attached resolution authorizing the sale of replaced computer
equipment in accordance with procedures previously approved by the Council. The key
guidelines proposed for doing this are:
❑ Only replaced computers are authorized for sale.
❑ Retention of replaced computers, except on an interim basis, requires Council approval.
We believe this approach will streamline our administrative procedures for disposing of surplus
equipment while ensuring that:
❑ Property is not disposed of unless it is truly surplus to the City's needs.
❑ Replacements are not used to expand the City's workstation inventory; this should be
done through the budget process.
CONCURRENCES
The MIS Steering Committee, Fire Chief and Police Chief concur with this recommendation.
FISCAL IMPACT
There are no direct fiscal impacts associated with adopting the proposed resolution; however, we
believe it will result in a more effective use of City staff resources in disposing of replaced
computer equipment.
ALTERNATIVES
The Council could continue to declare replaced computer equipment as surplus property on a
case -by -case basis. However, we believe this would be a more time - consuming and less efficient
approach than the proposed procedures, with no offsetting internal control benefits.
ATTACHMENT
Resolution authorizing the sale of replaced computer equipment
H: MIS Policy/Declaring Surplus Computers
■
C3-�-
RESOLUTION NO. (1998 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
AUTHORIZING THE SALE OF REPLACED COMPUTER EQUIPMENT
WHEREAS, the City has adopted an ongoing program of replacing computer equipment
to ensure that it stays current with changes in technology;
WHEREAS, the Council previously approved procedures for disposing of surplus
computer equipment (Resolution No. 8733 adopted on October 21, 1997); and
WHEREAS, it is more efficient to dispose of surplus computer equipment as it is being
replaced.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis Obispo
that replaced computer equipment is hereby declared surplus property and is authorized for sale
subject to the following conditions:
SECTION 1. There are no other City uses for the equipment.
SECTION 2. The sale will be made in accordance with procedures adopted by the
Council for disposing of surplus computer equipment.
SECTION 3. Except for interim uses, retention of replaced computer equipment requires
Council approval: replacements are intended to keep the City's technology resources current, not
to expand the City's computer equipment inventory.
Upon motion of , seconded by
and on the following roll call vote:
AYES:
NOES:
ABSENT:
the foregoing resolution was adopted this day of 1998.
Mayor Allen Settle
ATTEST:
Bonnie Gawf, City Clerk
APPROVED AS TO FORM:
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4 Jeffrey 0. Jorgensen, City Attorney
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