Computer Equipment Redeployment and Termination Services proposal outline…

 

 

Thank you very much for the opportunity to present this Equipment Redeployment and Termination Service proposal outline to you today.

 

Managing the redeployment or disposal of computer equipment is a growing problem facing every business, and many are not addressing this problem in a prudent, timely, or appropriate manner.  Equipment redeployment and termination issues expose companies to violations of business and industry regulatory requirements, while costing the company valuable personnel time in supporting the older technology and in the movement / removal process for that equipment, as well as the cost of valuable storage space in most cities.  DCAG is proposing services to address your surplus equipment problems that will reduce / eliminate your exposures, while providing new revenue from the sale of outdated equipment, the elimination of personnel work, and the return of storage space.

 

Unlike fine wine, computer equipment has a greatly reduced value as it gets older, and with the decreasing cost of replacement equipment, timing your equipment refreshment more often can be extremely beneficial to your business.  And since the installed equipment’s capital expenditure has usually been written off, the equipment has a low or zero book value.  Thus, the money you receive by selling the equipment is the best means to help pay for new equipment, or simply generate revenue.

 

So what should a company do to reduce or eliminate costs and achieve the highest value on their old equipment?

 

Well, your company can attempt to sell the equipment on the surplus market, but that would require that your staff become full time computer surplus equipment resellers.  Since we think this is not the objective that your company wants for it’s staff, or you may have more valuable tasks for your staff to perform, DCAG is submitting this proposal to supply consulting services that address the computer surplus and/or redeployment operations within your firm.  The deliverables I propose to create include:

 

  1. Creation and Implementation of an Inventory / Asset Management System to identify all equipment being redeployed or deemed surplus to operations (see Inventory Management Design Paper).  If system presently exists, we will connect to your Asset Management System.

 

  1. Forms Management and Control System for the creation, validation, tracking, and reporting of equipment “Forms”, including: Surplus / Redeployment Forms, Work Orders, Service Requests, Pick-Up Orders, Site Visits, Purchase Orders, Release Forms, and Financial Documents.

 

  1. Warehouse Management System to identify the warehouse location of surplus assets and their status (see Asset Management System Design Paper).

 

  1. Data Purging Services for redeployed or disposal equipment to WIPE data from Hard Disk Drives (HDDs) in accordance with EDP Security and Department of Defense (DoD) regulations.

 

  1. Recovery Management Services to support office recovery operations that identify, recondition, test, and prepare equipment for the rapid transfer to the recovery facility in the event of a disaster.

 

These deliverables will provide your staff with:

 

1.      A mechanism to identify equipment for Redeployment or Disposal (e.g., database field). 

2.      A Standards and Procedures Form that initiates the Redeployment or Disposal of Surplus Equipment.

3.      Routing of Forms and Equipment to Surplus Equipment Group for pick-up and delivery of equipment to the Internal Surplus Equipment Warehouse.

4.      Generation of a Master Inventory List of all equipment by designation: Active, Redeployed, or Terminated.  This list is used to track redeployed equipment until assigned to new location / employee, and disposed equipment until it is eliminated from your operations due to sale, donation or physical disposal.  The Master Inventory List can also be updated as often as necessary and used to estimate the revenue that can be generated through the sale of surplus equipment.

 

Staff within the Surplus Equipment Group will request that designated equipment for disposal be picked-up from the Internal Surplus Equipment Warehouse via a Work Order generated through this system.  This form is routed to a transportation company and will initiate the following process:

 

  1. A site visit to define the amount and type of equipment to be picked-up.
  2. The generation of a Pick-Up Inventory List with barcode for hand held scanner verification.  This list will be generated before any equipment is loaded onto a truck for transport to the vendor warehouse or internal warehouse, it will also be considered a Shipping List.
  3. The submission of a Work Order will result in defining the number of trucks, staff, and material needed to perform the pick-up, wrapping, palletizing, and transportation of designated equipment to the vendor warehouse.  It will also provide a cost breakdown associated with this process.
  4. A Warehouse Inventory list will be created to validate the receipt of the equipment at the vendor warehouse.  This list is compared against the Master Inventory List to validate the equipment was picked up and transported to the warehouse.  Any exceptions will be reported back to the Surplus Equipment Group, so that corrective action can be performed and the inventory validated.

 

Additional information generated via the site visit includes:  Site Description, Freight Elevator description and availability, hours of operation for pick-ups (some buildings allow trucks to pick-up equipment only during off-shift hours), building certificates required to gain access (Workers Compensation, Liability Insurance, etc.) and to remove equipment (Building Pass), contacts associated with building management and client surplus equipment operations, and the creation of general awareness information for actions to be performed by all personnel associated with this process.

 

Once the equipment has been transported to the vendor warehouse, we would propose that DCAG perform additional services on the equipment (Service Order), such as:

 

  1. Auditing of current Asset Management procedures and data repository.
  2. Wiping sensitive data from the Hard Drive in accordance to Industry and Department of Defense (DoD) standards.  Drilling the HD can achieve the same goal, but is obviously bad for resale value.
  3. Re-configuration of surplus equipment to support your recovery operations, redeployment, or sale.

 

The final process performed in association with Surplus Equipment is the preparation of a Financial Form to:

 

1.      Report the purchase prices associated with resale of the Surplus Equipment.

2.      Report the expenses associated with the sold surplus equipment (transportation, services, warehouse operations, storage, etc.) and the expenses associated with the physical disposal of the equipment, as per EPA regulations.

3.      Report the profits made on the sales and/or disposal of the surplus equipment and distribute the funds to all parties as per an agreed upon contract.

4.      Update the Inventory Lists to reflect the movement of equipment off or onto these lists.

 

An electronic archive of data and forms will provide a complete history for all your surplus equipment, while inventories can provide real-time information on surplus equipment (type and model, location, work status, shipping status, etc.).

 

I believe that the implementation of this system will allow your company to gain a much higher degree of control over the surplus equipment process, while generating additional revenue.  This control will result in optimized operations and increased profitability, as well as providing the assurance that any redeployed, non-functional, or surplus equipment will be disposed of in a proper and lawful manner.

 

Thank you very much for the opportunity to present this proposal outline.  Please feel free to call me if you have any questions or comments.  My objective is to provide a quality service at a reasonable price that meets and exceeds your business requirements.

 

I can be reached via phone at (718) 591-5553 or via email at bronackt@dcag.com.  You may want to visit my web site at www.dcag.com to view some of our past work and the “Equipment Redeployment and Termination Services” presentation.

 

Thank you,

 

Tom Bronack

Data Center Assistance Group, Inc.

Email:  bronackt@dcag.com

Phone:  (718) 591-5553

Fax:  (718) 380-7322