Finance and Economic Development Committee of the Overland Park City Council

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Clifton Sherman
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1 11/15/2013 Finance and Economic Development Committee of the Overland Park City Council Subject: Disposition of Furnishings and Equipment from the Overland Park Convention Center Introduction It is the desire of both the City of Overland Park and the Global Spectrum (the facility Operator), to keep the Overland Park Convention Center (OPCC) an attractive and safe destination for visitors and local businesses, and to drive business for the local hotels, restaurants and retail establishments. When the facility opened in 2002, it was equipped with the latest in technological equipment and furnished to meet the needs of the anticipated volume of customers. The contract between the City of OP and Global Spectrum clearly explains that the data, furnishings and equipment purchased to operate the facility would always be the property of the City. The Operator is required to conduct annual inventories of all expendable supplies, equipment and fixed assets of the facility, and also to notify the City of all losses in inventory. Project Since the facility opened, certain items have been taken out of use or circulation when they were either no longer needed for the operation of the facility or no longer appropriate for use in a public showplace. The Operator has determined that furnishings and equipment is no longer usable when one or more of the following conditions exist: It is unsafe for public use It is damaged beyond repair and no longer an attractive asset for spaces that are being rented by Center clients The technology is no longer current and/or is no longer supported by the manufacturer The unusable inventory is currently being stored at the OPCC and when removed will produce more efficient and organized operations. Since none of these items will be used at OPCC again, the City has requested that the Operator exercise prudent judgment in determining how to dispose of them and executing the disposal.

2 Project Details: Disposal Process There is a current list of the unusable items to be removed from active inventory. It includes the following information (see Attachment A): Asset Description Manufacturer Model Number Serial Number Purchase Date Original Cost OPCC Control Number The Operator proposes to follow the steps below in the disposition of the unusable inventory of data, furnishings and equipment: 1. Complete columns of information for each item, including: Identify the damage or condition that makes it unusable at OPCC Identify the recommended action for disposal 2. Take a picture of each item or group of items for a pictorial catalog. 3. Determine the disposition method for each item based on the condition and market value. The options for disposal include: Sell or Auction: Research whether there is a market for items and determine how to reach the target buyers. Donate: Research whether there are appropriate recipients for items in the City of Overland Park. Destroy/Discard: Review all applicable laws and ordinances for discarding items. 4. Report to the City the best disposal method for each item or group of items. 5. Initiate the disposal process: Sale or Auction: a. Organize sale/auction how to display items and collect money b. Schedule date and site c. Advertise to public d. Conduct sale or auction 2

3 Donation: a. Contact appropriate local recipients (eg. charitable organizations, shelters, schools, churches, etc.) b. Arrange for pick-up or to transport items c. Conduct exchange of items and receipts Discard/Destroy: a. Research appropriate disposal method b. Dispose as required or allowed by law 6. Fiscal Process for Disposals: Sale and Auction deposit funds to the bank into the OPCC Operating Account to off-set the repairs and maintenance budget Donations Have tax deductible receipts credited to City of OP and give the receipts to the City of OP tax accountant Destroy/Discard Note in inventory file how and where item was destroyed or disposed of. 7. Report to the City, in writing, the final disposition of each item or group of items. Conclusion This proposal is consistent with the Operating Agreement between the City and Global Spectrum. Any data, equipment or materials that are acquired for the City by the Operator is to be used at the facility and shall remain the property of the City and eventually returned to the City or properly disposed of. The facility Operator has determined that certain furnishings and equipment is no longer usable at the OPCC and desires to dispose of this equipment in an appropriate and expeditious manner. 3

4 ASSETS REMOVED FROM INVENTORY DECEMBER 2013 Asset Description Manufacturer Model Number Serial Number Install Cost Purchase Date ControlNumber Condition Disposal Method Disposal Date Qty Chairs - Banquet (Quantity 2400) $62.56 each. Upholstery is Windows Wheat Win605, grade 6. MTS Seating PC592 N/A $ Aug-02 CCCA Chairs - Meeting Room (Qty 2500) EACH. Fabric: Guildford of Main - Carousel 4185 Color 09 Comfor Tek SeatingES 701 N/A $ Aug-02 CCCA Computer - Desktop PC 001 Computer Desktop Workstation - Event Manager 1 Dell GX260S 1WDMT11 $1, Sep-02 CCCA Computer - Desktop PC 003 Computer Desktop Workstation - Sales Manager 2 Dell GX260S 3WDMT11 $1, Sep-02 CCCA Computer - Desktop PC 004 Computer Desktop Workstation - Sales Manager 3 Dell GX260S 4WDMT11 $1, Sep-02 CCCA Computer - Desktop PC 005 Computer Desktop Workstation - Receptionist Desk Dell GX260S 5TDMT11 $1, Sep-02 CCCA Computer - Desktop PC 007 Computer Desktop Workstation - Sales Manager 1 Dell GX260S 6VDMT11 $1, Sep-02 CCCA Computer - Desktop PC 012 Computer Desktop Workstation - Exhibitor Services Clerk Dell GX260S 9VDMT11 $1, Sep-02 CCCA Computer - Desktop PC 015 Computer Desktop Workstation - F & B Office Manager Dell GX260S CVDMT11 $1, Sep-02 CCCA Computer - Desktop PC 017 Computer Desktop Workstation - F & B Sales Manager Dell GX260S DWDMT11 $1, Sep-02 CCCA Computer - Desktop PC 019 Computer Desktop Workstation - F & B Operations Dell GX260S FWDMT11 $1, Sep-02 CCCA Computer - Desktop PC 021 Computer Desktop Workstation - Operations Asst. Dell GX260S HTDMT11 $1, Sep-02 CCCA Computer - Desktop PC 022 Computer Desktop Workstation - Technical Services CoordinatoDell GX260S HWDMT11 $1, Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - Sales Manager 2 Dell 1702 FP KR-08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - Sales Manager 3 Dell 1702 FP KR-08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - Receptionist Dell 1702 FP KR-08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - Sales Coordinator Dell 1702 FP KR-08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - GM Admin Asst Dell 1702 FP KR-08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - Exhibitor Services Clerk Dell 1702 FP KR-08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - Accounting Clerk Dell 1702 FP KR-08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - Marketing Manager Dell 1702 FP KR-08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - Director of Events Dell 1702 FP KR-08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - Business Manager Dell 1702 FP KR-05G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - F & B Director Dell 1702 FP KR08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - F & B Sales Manager Dell 1702 FP KR-08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - Info Center Dell 1702 FP KR-08G $ Sep-02 CCCA Monitor - 17" LCD Panel " Flat Screen Monitor - General Manager Dell 1702 FP MX-08G $ Sep-02 CCCA Wireless Access Point 001 Wireless internet access for prefunction space Pipes Hallway Cisco AIRONET 1200 VDF0644Q1XW $1, Oct-02 CCCA Wireless Access Point 002 Wireless internet access for prefunction space Pipes Room Cisco AIRONET 1200 VDF064Q0Q8 $1, Oct-02 CCCA Wireless Access Point 003 Wireless internet access for prefunction space Cyber Café Cisco AIRONET 1200 VDF064QQQ2 $1, Oct-02 CCCA Wireless Access Point 004 Wireless internet access for prefunction space Pref UL South Cisco AIRONET 1200 VDF0645Q0PX $1, Oct-02 CCCA Wireless Access Point 005 Wireless internet access for prefunction space Pref UL North Cisco AIRONET 1200 VDF0644Q1XX $1, Oct-02 CCCA Wireless Access Point 006 Wireless internet access for prefunction space Pref LL Cisco AIRONET 1200 VDF0645Q0NZ $1, Oct-02 CCCA Computer - Desktop PC 026 Compaq Evo Computer - Engineering Compaq EVO D500 6X22JYHZS0WR $1, Mar-02 CCCA Wireless Access Point Radio a cardbus radio for wireless access points Cisco AIRONET RM20A $ Oct-02 CCCA Wireless Access Point Radio a cardbus radio for wireless access points Cisco AIRONET RM20A $ Oct-02 CCCA Wireless Access Point Radio a cardbus radio for wireless access points Cisco AIRONET RM20A $ Oct-02 CCCA Wireless Access Point Radio a cardbus radio for wireless access points Cisco AIRONET RM20A $ Oct-02 CCCA Wireless Access Point Radio a cardbus radio for wireless access points Cisco AIRONET RM20A $ Oct-02 CCCA Wireless Access Point Radio a cardbus radio for wireless access points Cisco AIRONET RM20ACAF95950 $ Oct-02 CCCA Computer - Desktop PC 029 Director of Events Dell Optiplex GX280 GX280 $1, Jun-05 CCCA Wireless Access Point 008 Main Telecom Room Production Network Cisco 1231G 1231G $ Jan-06 CCCA Wireless Access Point 009 Main Telecom Room Production Network Cisco 1231G 1231G $ Jan-06 CCCA Wireless Access Point 011 Main Telecom Room Production Network Cisco 1240AG SFTX113570W4 $ Dec-07 CCCA Wireless Access Point 012 Main Telecom Room Production Network Cisco 1240AG SFTX113570XW $ Dec-07 CCCA Wireless Access Point 013 Main Telecom Room Production Network Cisco 1240AG SFTX113570Y0 $ Dec-07 CCCA Software - Blackberry Enterprise Server Lic Blackberry Enterprise Server Client Access License for 10 users RIM $ Dec-08 CCCA Software - Blackberry Enterprise Server Blackberry Enterprise Server 4.1 for Exchange RIM $ Dec-08 CCCA BBSM Server Service management gateway to manage in-building internet accisco BBSM CKXG121 $5, Oct-02 CCFA Router - DMZ DMZ Router to distribute in-building internet access Cisco 2651XM JMX0634L88Z $4, Oct-02 CCFA Switch - BBSM 48 port Switch to distribute in-building internet access in IDC 6 Cisco Catalyst CHK0641V0EC $7, Oct-02 CCFA Switch - BBSM 24 port 001 Switch to distribute in-building internet access in IDC 1 Cisco Catalyst CHK0644W0NP $2, Oct-02 CCFA Switch - BBSM 24 port 002 Switch to distribute in-building internet access in IDC 2 Cisco Catalyst CHK0644W0SS $2, Oct-02 CCFA Switch - BBSM 24 port 003 Switch to distribute in-building internet access in IDC 3 Cisco Catalyst CHK0644W0SJ $2, Oct-02 CCFA Switch - BBSM 24 port 004 Switch to distribute in-building internet access in IDC 4 Cisco Catalyst CHK0644W0SG $2, Oct-02 CCFA Switch - BBSM 24 port 005 Switch to distribute in-building internet access in IDC 5 Cisco Catalyst CHK0644W0NL $2, Oct-02 CCFA Switch - BBSM 24 port 006 Switch to distribute in-building internet access in Main Telecom Cisco Catalyst CHK0644V0R6 $2, Oct-02 CCFA Coffee Urn - 3 Gallon 001 Stainless Steel Bon Chef 4003CH N/A $ Sep-02 FBCA Coffee Urn - 5 Gallon 001 Stainless Steel Bon Chef 40005CH N/A $ Oct-02 FBCA Coffee Urn - 5 Gallon 002 Stainless Steel Bon Chef 40005CH N/A $ Oct-02 FBCA Cambro, 10 gal. Granite Chafing Ware Cambro Granite N/A $ Oct-02 FBGA

5 Cambro, 5gal. Granite Chafing Ware Cambro Granite N/A $ Oct-02 FBGA Pepper Mill Culinary Sysco Wood N/A $ Oct-02 FBGA Plate, Salad - Glass 9 1/8" China Arcoroc Glass N/A $ Oct-02 FBGA Plate, Service Silver Plastic Charger Arcoroc Plastic N/A $ Oct-02 FBGA

Public Works Department

Public Works Department SUBJECT: First consideration of an Ordinance to declare certain Village vehicles and equipment as surplus property AGENDA ITEM: 11.a MEETING DATE: September 1, 2015 VILLAGE BOARD