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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
File #
Date:
MONDAY, FEBRUARY 16, 1998
Res.#0JPA -/09-98
Report #:
TR-9-98
File #:
By-Law #
Subject:
DISPOSAL OF SURPLUS COMPUTERS
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report TR-9-98 be received;
2. THAT all surplus computers be disposed of in the manner
identified in the body of this report;
3. THAT Purchasing By-law #94-129, Paragraph 5.15, "Conflict of
Interest" be amended to exclude computers.
BACKGROUND AND COMMENT:
As a result of the recent organization wide computer upgrade, there
are several surplus personal computers to be disposed of.
with respect to the disposal of surplus materials, Purchasing By-
law #94-129, Paragraph 4, reads as follows:
"The disposal of surplus or redundant materials shall be the
responsibility of the Purchasing Agent. The Purchasing Agent
will periodically circulate a list of surplus materials to all
Departments and Local Boards."
Due to the nature of the equipment, it is recommended that the
procedure for disposal of current and any future computer equipment
be prioritized in the following order:
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REPORT NO.: TR-9-98
PAGE 2
1. All municipal departments receive first opportunity to
obtain surplus computers;
2. Surplus computers be offered to the Clarington Library,
Visual Arts Centre, Bowmanville Museum, and the Clarke
Museum provided it is required for their operational use;
3. Surplus computers be offered for sale to staff by sealed
bid process; and
4. That any remaining surplus computers be sold by public
tender or offered to other user groups through the
municipal network system or the computer supply company
used by the Municipality at the time, depending on volume
and estimated value.
Although the change over of computers is not complete yet, it is
anticipated that there will be approximately eight (8) to ten (10)
computers that may be of value within the Municipal organization as
suggested above.
After initial requirements have been explored, there may be some
computers remaining that would be conducive to adding hard drives,
software, etc., to enable them to be used as stand alone units for
home use. As it has been Council's policy to support employees for
the purchase of new computers through the employee purchase plan
since 1989, it would therefore be consistent practice to also offer
staff an opportunity to purchase used computers. Over the past,
the use of computers at home has assisted the Municipality
significantly in reduced training requirements. It is recommended
that they be offered for sale to staff, by sealed bid process, on
a cash basis or payroll deduction, with a minimum bid relative to
market value, being established.
In order that this procedure may be adopted as a standard for
disposal of surplus computers, it is also recommended that
Purchasing By-law #94-129, Paragraph 5.15 be amended as follows:
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REPORT NO.: TR-9-98
PAGE 3
Currently reads:
Conflict of Interest - No employee of the Corporation or
Member of Council shall bid on the sale of Goods expect those
disposed of by public auction.
Amended to read:
Conflict of Interest - No employee of the Corporation or
Member of Council shall bid on the sale of goods, excluding
personal computer equipment, except those disposed of by
public auction.
Any computers which are estimated not to be conducive to home use,
or of benefit to the other municipally associated organizations
identified herein, are recommended to be disposed of in the usual
manner of public tender or Regional Auction.
Respectfully submitted,
/2M5P
~arano, H.BSc.,AMCT.,
Treasurer
Reviewed by,
~
W.H. Stockwell,
Chief Administrative Officer
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