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STATE OF WASHINGTON
County of Jefferson
In the Matter of Finding and determination to }
Declare Certain Personal Property as Surplus }
And Authorize Disposal }
RESOLUTION NO. 108-07
WHEREAS, certain computer equipment, peripherals, and copiers belonging to Jefferson
County have been identified by the Central Services Department on the attached "Disposal List"
as no longer required for County purposes because they are broken, worn out, or outdated; and
WHEREAS, the Notice of the Public Hearing regarding the requested disposal has been
published in the newspaper of record prior to the hearing; and,
WHEREAS, the Board of County Commissioners has held a public hearing regarding the
requested disposal.
THEREFORE BE IT RESOL VED, that the Board of Commissioners finds, determines and
declares that the computer equipment, peripherals, and copiers are surplus and directs the
Central Services Director to proceed with disposal as follows:
A. The Central Services director shall notify the County Auditor of items that were noted as
"transferred" to Jeffcom and record them as disposed in the Central Services fixed asset
records.
B. The Central Services director shall identify items that were noted as "transferred" to the
City of Port Townsend as disposed in the Central Services fixed asset records.
C" The Central Services Director shall take the following actions to sell the items listed on
the attached "Sale List":
1. Advertise the sale of such equipment as a "lot". Such advertisement shall
require the successful bidder to remove all equipment within 10 days of the
award and shall require a minimum bid of $25.
2. Have potential purchasers submit a sealed bid and a certified check within 7
calendar days of the advertisement.
3. Present the bids at the next available pubic meeting date after the Bid
submission date. Award will be made to the highest qualified bidder.
If there are no qualified bidders or if the successful bidder fails to remove all equipment, the
Central Services Director may take any actions to dispose of the equipment, including but not
limited to, the actions listed below:
1. Take such excess equipment to the Transfer Station for recycling.
2. Transfer such equipment to any other government that expresses interest.
3. Transfer such equipment to any non-profit corporation that provides services
within the County.
Page 1 of 2
STATE OF WASHINGTON
County of Jefferson
In the Matter of Finding and determination to }
Declare Certain Personal Property as Surplus }
And Authorize Disposal }
RESOLUTION NO. 108-07
APPROVED this 3rd day of December
,2007.
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JEFFERSON COUNTY
~OF COMMISSIONERS
Phil Jo son, Chairman
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JOG'A~stin, Member
ATTEST:
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lie Matlh~S, CMC
eputy Clerk of the Board
Page 2 of 2
Request To Dispose of Excess Computer Equipment
Staff Report
Each year during the budget preparation process the Central Services department identifies computer
equipment and copier equipment that is to be replaced because it is broken, worn out, outdated or
technically obsolete. When such equipment is replaced, the old equipment is either used as trade-in
(if possible) or held in inventory for disposal after approval by the SOCC. While the equipment is held
in inventory, the staff removes all software residing on the hard disks by degaussing the hard disks
and may also remove various hardware parts for a spare parts store.
The "Disposal List" may include items that were used as trade-in, that were licensed rather than
owned, were transferred to another County department, or will be transferred to another government,
and, therefore are not available for sale.
Quantity
5
23
104
14
16
9
25
Description
Scanners
Printers (1 to be transferred)
Desktop PCs (11 to be transferred)
Laptop PCs
Switches (6 to be transferred)
Copiers
Miscellaneous Items
The equipment on the "Sale List" is generally inadequate for "trade in" purposes. It is important to
note that equipment "trade ins" are generally not accepted by computer vendors. The "resale"
possibilities are generally very limited. Attached is the equipment "Sale List"; it includes the following
categories of equipment:
Quantity
5
22
93
14
10
9
25
Description
Scanners
Printers
Desktop PCs
Laptop PCs
Switches
Copiers
Miscellaneous Items
The Central Services Director stipulates that said equipment is fully depreciated and believes that the
total value of such equipment is nominal (less than $2,500).
The Central Services Director requests permission to take the following actions:
1. Advertise the sale of such equipment as a "lot". Such advertisement shall require the
successful bidder to remove all equipment within 10 days of the award and shall
require a minimum bid of $25"
2. Have potential purchasers submit a sealed bid and a certified check within 10 days of
the advertisement.
3. Present the bids at the next available pubic meeting date after the Bid submission date"
Award will be made to the highest qualified bidder.
If there are no qualified bidders or if the successful bidder fails to remove all equipment, the Central
Services Director requests permission to take any of the following actions to dispose of the
equipment:
1. Take such equipment to the Landfill (Transfer Station) for disposal as excess"
2. Transfer such equipment to any other government that expresses interest.
3. Transfer such equipment to any non-profit corporation that provides services within the
County.
NOTICE OF EQUIPMENT SALE
NOTICE IS HEREBY GIVEN that Jefferson County is selling the following
computer equipment as a single lot using a sealed bid process:
Quantity
5
22
93
14
10
9
24
Description
Scanners
Printers
Desktop PCs
Laptop PCs
Switches
Copiers
Miscellaneous Items
No later than 4 P.M. on Thursday, December 13th, 2007, all bidders must
submit their bid to the Central Service Director, 1820 Jefferson Street, P.O.
Box 1220, Port Townsend, WA 98368; by submitting a bid, the bidder accepts
the following terms and conditions:
1. The bidder agrees that the equipment is sold "as is" with no
warranties or guarantees, no software, and may be missing various
parts or they may not be functional (processor hard drives for
example).
2. The minimum acceptable bid is $25; the sale will be made to the
highest qualified bidder.
3. The bidder agrees that the bid is for the entire lot of equipment.
4. The bidder agrees to include, with the bid, a certified check in the
bid amount made payable to Jefferson County.
5. The successful bidder agrees to remove all equipment within 10
calendar days of the award or the equipment shall be forfeited and
the County may dispose of it in any manner.
Each bid must include the name, address, primary telephone contact number,
and secondary telephone contact numbers.
The bids will be opened and the award made at the Commissioner's public
meeting scheduled for December 17th, 2007.
Signed this 3&day of -.JJece M be r , 2007
JEFFERSON UNTY
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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
00 REGULAR AGENDA
CONSENT AGENDA
TO:
Board of County Commissioners
County Administrator ~,Jl)
Allen R. Sartin, Central Services Director (1l"(j'lr
December 3, 2007 @ 10:00 am
Public Hearing - In the Matter of Finding and Determination to Declare Certain
Personal Property As Surplus and Authorize Disposal.
FROM:
DATE:
SUBJECT:
STATEMENT OF ISSUE:
Each year the Central Services Department replaces computer hardware and peripherals for
equipment that is worn out, broken or technically obsolete for the County's computer network.
The Central Services Department needs approval to dispose of the worn out, broken, and/or
technically obsolete equipment. See attached staff report.
The current practice is to have the BOCC hold a public hearing where they can review the
items for disposal, take public input, make findings and give direction to the Central Services
Director regarding any disposal actions.
STRATEGIC GOALS:
Efficiency and Effectiveness of Government
ANALYSIS (PRO & CON):
Not Applicable
COST BENEFIT ANALYSIS:
Not Applicable
FISCAL IMPACT:
None
Revenue Budget Line Item:
Expenditure Budget Line Item:
Gain or Loss (-):
REQUESTED ACTION:
By resolution, stipulate "Findings" and direct the Central Services Director to advertise the
sale of the equipment.
REVIEWED BY: ~~
John Fischbach, County Administrator
/J)r;.r/o7
D'ate