CC SR 20200707 L - IT Surplus
CITY COUNCIL MEETING DATE: 07/07/2020
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to donate surplus information technology equipment
to the Palos Verdes Peninsula Unified School District.
RECOMMENDED COUNCIL ACTION:
(1) Approve a donation of various surplus information technology equipment to the
Palos Verdes Peninsula Unified School District.
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Lukasz Buchwald, IT Manager
REVIEWED BY: Karina Bañales, Deputy City Manager
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Detailed list of surplus information technology equipment to be donated to the
Palos Verdes Peninsula Unified School District (page A-1)
B. Administrative Instructions Manual Number 8-03 (page B-1)
BACKGROUND AND DISCUSSION:
Every information technology (IT) equipment asset has a defined life cycle, and when
an item reaches the end of its anticipated life span, it is scheduled to be replaced. The
City makes every effort to use or repurpose pieces of equipment beyond their
scheduled life span. However, over the past several years, the City performed several
IT refresh and upgrade projects to update expired equipment, and to meet increasing
compute and storage needs. As a result, the City currently possesses surplus IT
equipment that includes Dell workstations, Dell/ViewSonic monitors, and some other
hardware, all of which are no longer under warranty.
Historically, it has been the City’s practice pursuant to Administrative Instructions
Manual Number 8-03 (Attachment B) that all old IT equipment should be auctioned off if
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it has any inherent value, or safely disposed of if the item has no monetary value. At this
this time, the surplus IT equipment listed in the attached inventory (Attachment A) has
been determined to have minimal monetary value. Moreover, if auctioned, the proceeds
are usually not significant for this type of equipment, and the donation would eliminate
the need to sort and track the items for the auction process. Thus, similar to 2019, Staff
recommends donating the surplus IT equipment to the Palos Verdes Peninsula Unified
School District (PVPUSD), which has expressed interest in acquiring hardware that is
no longer used/needed by the City.
The City’s IT Manager worked closely with PVPUSD’s IT Department and ensured that
all media that may contain any sensitive information or configurations have been
sanitized according to stringent U.S. Department of Justice standards.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available
for the City Council’s consideration:
1. Direct Staff to auction off the surplus IT equipment where applicable.
2. Take other action as deemed appropriate.
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No.Category Make Model Estimated Value
1 Desktop Computer DELL Optiplex 9010 $40
2 Desktop Computer DELL Optiplex 9010 $40
3 Desktop Computer DELL Optiplex 9010 $40
4 Desktop Computer DELL Optiplex 9010 $40
5 Desktop Computer DELL Optiplex 9010 $40
6 Desktop Computer DELL Optiplex 9010 $40
7 Desktop Computer DELL Optiplex 9010 $40
8 Desktop Computer DELL Optiplex 9010 $40
9 Desktop Computer DELL Optiplex 9010 $40
10 Desktop Computer DELL Optiplex 9010 $40
11 Desktop Computer DELL Optiplex 9010 $40
12 Desktop Computer DELL Optiplex 9010 $40
13 Desktop Computer DELL Optiplex 9010 $40
14 Desktop Computer DELL Optiplex 9010 $40
15 Desktop Computer DELL Optiplex 9010 $40
16 Desktop Computer DELL Optiplex 9010 $40
17 Desktop Computer DELL Optiplex 9010 $40
18 Desktop Computer DELL Optiplex 9010 $40
19 Desktop Computer DELL Optiplex 9010 $40
20 Desktop Computer DELL Optiplex 9010 $40
21 Desktop Computer DELL Optiplex 9010 $40
22 Desktop Computer DELL Optiplex 9010 $40
23 Desktop Computer DELL Optiplex 9010 $40
24 Desktop Computer DELL Optiplex 9010 $40
25 Desktop Computer DELL Optiplex 9010 $40
26 Desktop Computer DELL Optiplex 9010 $40
27 Desktop Computer DELL Optiplex 9010 $40
28 Desktop Computer DELL Optiplex 9010 $40
29 Desktop Computer DELL Optiplex 9010 $40
30 Desktop Computer DELL Optiplex 9010 $40
31 Desktop Computer DELL Optiplex 9010 $40
32 Desktop Computer DELL Optiplex 9010 $40
33 Desktop Computer DELL Optiplex 9010 $40
34 Desktop Computer DELL Optiplex 5050 $40
35 Desktop Computer DELL Optiplex 5050 $40
36 Desktop Computer DELL Optiplex 9020 $40
37 Desktop Computer DELL Optiplex 9020 $40
38 Desktop Computer DELL Optiplex 9020 $40
39 Monitor ViewSonic VG2239M $30
40 Monitor ViewSonic VG2239M $30
41 Monitor ViewSonic VG2239M $30
42 Monitor ViewSonic VG2239M $30
43 Monitor ViewSonic VS15614 $30
44 Monitor LG 22MB35PY $30
45 Monitor LG 22MB35PY $30
46 Monitor ViewSonic VX2252MH $30
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47 Monitor ViewSonic VX2252MH $30
48 Monitor ViewSonic VX2252MH $30
49 Monitor ViewSonic VX2252MH $30
50 Monitor ViewSonic VG2239M $30
51 Monitor ViewSonic VG2239M $30
52 Monitor ViewSonic VG2239M $30
53 Monitor ViewSonic VG2239M $30
54 Monitor ViewSonic VA2246M $30
55 Monitor ViewSonic VA2246M $30
56 Monitor ViewSonic VA2246M $30
57 Monitor ViewSonic VA2252SM $30
58 Monitor ViewSonic VA2252SM $30
59 Monitor ViewSonic VG2233SMH $30
60 Monitor DELL E2314HF $30
61 Monitor DELL E2214HB $30
62 Server Rack Wrightline -$200
A-2
CITY OF RANCHO PALOS VERDES
ADMINISTRATIVE INSTRUCTION
NUMBER: 8-03
Subject: EQUIPMENT INVENTORY AND CONTROL
I. Background/Purpose
Centralized accounting of City equipment is important for accumulating an up-to-date summary
schedule of the City's equipment, determining a depreciation schedule, and furnishing a basis
for testing the adequacy of the City's insurance coverage. In addition, it establishes
accountability, by department. for custody of equipment and its care.
II. Procedure
A. Equipment is tangible property:
1. owned by the City;
2. movable, or if attached, is readily detachable without appreciable
impairment to a building or structure;
3. with a useful life of three years or more;
4. with a value of $500 or more.
a. Parts replacement or repair operations do not increase the value of
equipment.
B. Master Equipment Inventory List
A Master Equipment Inventory List will be maintained in the Finance Department
and will be updated at least annually.
C. Annual Equipment Inventory ·
For the purpose of accountability and accurate record-keeping an inventory count
of all City equipment under the master equipment inventory control system will
be targeted for November of each year.
1. Each Department Head will be supplied an annual "Equipment Inventory
List" showing all equipment credited to that department.
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2. Before November 30th. each Department Head shall review the listed
items to determine if they are still located in that department.
3. Any changes in the equipment list are to be noted and returned to the
Finance Department for inclusion on the master equipment inventory list.
D. Department Accountability
Department Heads are responsible for all property charged to their department
and are to establish employees' accountability for the security and care of
property.
E. Computer Record
Periodically each department will receive a computer record of the equipment
assigned to their department. As changes occur they should be noted on the
department's computer record for transmittal to the Finance Department.
F. Transfer
Transfer of equipment between departments must first be approved by both the
Department Heads and the City Manager. An asset transfer form, available from
the Finance Department, will be submitted to the Finance Department for update
of the City's master inventory list.
G. Disposal
Trade-in. surplus sale, or other disposition of a piece of equipment must be
recorded and first approved by the Department Head and the City Manager.
H. New Equipment
The City's asset inventory listing is updated by the Finance Department upon
purchase of new equipment.
I. Control Number and Equipment Tags 1
1. Each item of $500 or more shall be assigned. by the Finance Department,
an equipment control number and be identified with a tag, which the
department should firmly affix to it, showing it to be City-owned
equipment and bearing the control number.
2. When new equipment is received, after being inspected for its acceptable
condition and to make certain it is as described on the purchase order, a
tag is to be assigned and affixed to it.
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J. Disposal or Loss
Prior to the disposal of a tagged or etched item which is old or damaged beyond
repair. the tag or number is to be removed if possible. Disposal of all property
shall first be approved by the Department Head and the City Manager. A notice
of the disposition is to be forwarded to the City Manager.
If any item of equipment is lost or stolen, a report is to be made by the
Department Head concerned to the Sheriff's Department. giving the control
number and a description of the incident, with notification to the Finance
Department of the equipment's loss.
K. Auctioned Property
Items no longer of use may be placed in storage for eventual auction. The
Finance Department will arrange for the storage of these items. Neither
employees, nor members of their families, may bid on equipment sold at this
auction. An auction will be held at such time as sufficient items have
accumulated and/ or storage space is full.
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