STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of September 8, 2026
TO: Mayor and Members of the City Council
VIA: Patrick Tang, Interim City Manager
SUBMITTED BY: Edwin Gato, Director of Finance
SUBJECT: Information Technology (IT) Surplus Equipment for Disposal RECOMMENDED ACTION:
Staff recommends that the City Council adopt a resolution that declares the list of IT equipment as surplus property, which is deemed obsolete and no longer required for public operations, and authorize staff to proceed with the disposal of the identified surplus property.
EXECUTIVE SUMMARY:
The approval of this resolution will enable the City to responsibly dispose of IT hardware that has reached the end of its service life. Technology manufacturers routinely issue end-of-life notices, indicating when a hardware device is no longer supported and will no longer receive necessary software and security updates. The typical hardware lifecycle in the industry spans approximately 3 to 5 years.
To proceed, the City Council must officially declare the equipment unsuitable for use and authorize its disposal through government auction services or electronic waste recycling. The IT Division respectfully requests that the equipment detailed in the attached list be declared surplus and disposed of in accordance with these guidelines.
BACKGROUND:
The City of Hercules IT Division has identified a substantial surplus of outdated or damaged information technology hardware that has accumulated over the years. This surplus is mainly the result of necessary upgrades as technology hardware reaches its end of life, or of hardware malfunctions that render devices inoperable.
To maintain a secure and reliable network environment, it is imperative to maintain a proactive hardware replacement program. Such a program ensures that critical technology infrastructure is up to date and capable of receiving necessary firmware, software, and security updates. Access to up-to-date hardware is vital in fostering a secure network environment that effectively supports staff workflows across a variety of software platforms.
As part of our ongoing initiative to modernize our technology, a considerable quantity of surplus hardware has been generated, including servers, computers, laptops, monitors, phones, printers, and storage units. To adhere to industry best practices for data privacy and security, storage devices are meticulously removed and destroyed before being auctioned or disposed of at approved electronic waste facilities.
The proposed resolution seeks to authorize the responsible disposal of this hardware, either through government auctions or via certified electronic waste facilities, in alignment with our commitment to sustainability and security.
FISCAL IMPACT:
The proceeds from the surplus equipment remain uncertain due to the specific characteristics of the equipment. Nonetheless, any funds received will be allocated to the City’s IT Internal Service Fund and recorded under miscellaneous revenue.
ATTACHMENTS:
Attach 1- Resolution including Exhibit A – List of surplus property