/ Dell Managed Services – NYC Department of Education
Personal Computer Services (PCS) – Hardware Disposal Request

NYC Department of Education Schools and Central locations enrolled in Dell’s Personal Computer Services (PCS) Basic or Standard Programs may use this Form to request the pick-up and disposal of obsolete computer equipment. Please refer to the charts below for guidelines concerning pick-up availability and what types of obsolete equipment can be disposed of via the Dell PCS program.

Basic Program / Standard Program
  • Bi-Annual (October & April) disposal periods
  • Minimum 15 disposable units
/
  • Anytime pick-up of obsolete equipment
  • Minimum of 20 disposable units

Disposable Units ELIGIBLE for Pick-Up / NOT ELIGIBLE for Pick-Up
  • Desktop computers (CPUs)
  • Notebook computers
  • Netbooks
  • Servers
  • Monitors (CRT and Flat-Panel)
  • Printers (low-end & workgroup, monochrome & color)
  • Loose hubs/routers/switches (boxed, 40 lbs. max.)
  • Loose cables (boxed, 40 lbs. max.)
  • Loose keyboards/mice/pointing devices (boxed, 40 lbs. max.)
  • Loose notebook computer accessories (batteries, AC Adapters, disk or optical drives, etc.; boxed, 40 lbs. max.)
/
  • Lockdown & security devices
  • Textbooks, Library Books, Magazines, etc.
  • Copy machines
  • Fax machines
  • Docking stations
  • Scanners
  • Televisions & VCRs
  • Projectors (Overhead and Other)
  • Typewriters
  • Telephones
  • Appliances
  • Furniture
  • Laboratory, Medical, Biological, or Nuclear waste
  • Chemical waste (other than toner cartridges)
  • Other items not listed as “Disposable Units Eligible for Pick-Up”

NOTE:EQUIPMENT TO BE PICKED UP MUST BE LOCATED ON THE GROUND LEVEL. SCHOOLS ARE RESPONSIBLE FOR MOVING EQUIPMENT TO THE GROUND LEVEL PRIOR TO PICK-UP.

To request a pick-up, please contact the NYC Department of Education Help Desk (718-935-5100) to obtain a “Magic Ticket Number. Dell requires this Ticket Number in order to coordinate disposal activity with the DOE.

Dell recommends that all disposal items be placed in one location, preferably away from classrooms where students may be working, prior to pick-up. Please note that systems must be free of lock-down devices prior to pick-up. If necessary, contact Datamation Systems, Inc. (212-732-3824 or ) to purchase security removals.

Please complete the following sections. Incomplete forms may be returned to the Requestor:

Magic Ticket Number:
Approx. number of units to be picked-up:
Request Date:
School/Location Name:
School Code (Site ID/DBN):
Street Address:
Borough:
Zip Code:
Primary Contact Name:
Primary Contact Telephone:
Primary Contact e-Mail:
Alternate Contact Name:
Alternate Contact Telephone:
Alternate Contact e-Mail:

Approximately thirty (30) days after pick-up, Dell will issue a Settlement Report after all of the retrieved equipment has been processed. Please enter below the name and contact information of the person at your School/Location to whom Dell is to send the Settlement Report.

Name:
Telephone:
e-Mail:

Upon completion, please save and e-mail this form to . If you prefer, you may FAX this form to Aurora at 512-283-2517. You can reach Aurora at 1-800-692-3355, Ext. 728-2237.

After you submit this completed Form, a representative of Dell’s Asset Recovery service will contact you to obtain additional information about your school or office, and to schedule the pick-up.

Questions? Feel free to contact a member of the Dell Managed Services Team, as follows:

Joel Mentor
Project Manager
Manhattan, Bronx, Queens, Districts 75/84 & 79
Phone: 718-935-5042
Cell: 347-749-1094
e-Mail: / David Swomley
Project Manager
Brooklyn & Staten Island
Phone: 718-935-5046
Cell: 347-281-0318
e-Mail:
Vic Laurinavicius
PCS Program Manager
Phone: 718-935-5028
Cell: 917-406-3453
e-Mail: / Chris Cotugno
Deputy PCS Program Manager
Phone: 718-935-5066
Cell: 516-428-0272
e-Mail:

We ask that you please provide a minimum of twenty-four (24) hours advance notice if you need to cancel or reschedule a pick-up. Please contact the following if you need to cancel or reschedule a pick-up:

, or call 1-800-234-1490, Ext. 724-4301

Thank you for choosing Dell!

Additional Information

Legal Mandate

The Department of Education (DOE) isrequired byfederal and state lawto appropriately recycle computer equipment. Improper disposal can result in substantial monetary penalties.

At the DOE, disposal and recycling of owned computer and multifunctional machines may only be performed by Dell Managed Services, which is the DOE contracted vendor. Note that there is a fee for this service.

Prior to disposal, schools should also review the DOE’s Standard Operating Procedures Manual (SOPM) at:

. Click “SOP Inventory Chapter”, See Section 3.10.

What is Dell’s Asset Recovery Service (ARS)?

Dell's Asset Recovery Services (Dell ARS) is a disposal service designed to remove and recycle outdated or unneeded computer-related technology, owned by the NYCDOE, from your school. Dell ARS is available to DOE schools and Central locations which have enrolled in a Dell PCS Services Program (Basic or Standard).

What does ARS cost?

There is no additional cost to schools or Central for ARS services. The enrollment costs associated with the Dell Basic and Dell Standard PCS programs cover asset disposal services (Dell ARS is also known as “Asset Disposal and Retirement”). However, additional costs can be incurred in the event of cancellations, inability to access equipment, or equipment not being consolidated in a ground floor location.

How do I schedule a pick-up?

School’s enrolled in the Dell – Basic PCS program may avail themselves of bi-annual disposal periods. Twice during each school year (during the months of October and April), Dell – Basic schools with a minimum of fifteen (“15”) disposable units may request a pick-up. Schools and Central locations enrolled in the Dell – Standard PCS program may schedule a pick-up anytime whenever they have a minimum of twenty (“20”) disposable units. Dell also extends to Dell – Basic enrolled schools the ability to schedule an anytime pick-up whenever they, too, have a minimum of twenty (“20”) disposable units.

To request a pick-up, please contact the NYC Department of Education Help Desk at 718-935-5100. Provide the Help Desk agent the information they request in order to create a Magic Ticket. When done, the agent will provide the Magic Ticket number, which is to be submitted to Dell along with the Request Form. There’s no need to place an order in FAMIS. Simply follow the link at the top of this page to access an electronic form. Complete and submit the form. A Dell representative will contact you soon thereafter to schedule your pick-up. The representative will also confirm contact information, and the availability of an elevator, a loading dock, and parking. It is recommended that schools provide both a primary and alternate contact. Pick-ups are scheduled Monday through Friday between the hours of 8 am and 5 pm. Dell ARS cannot guarantee an arrival time. The school contacts must be available between 8 AM and 5 PM on the scheduled pick-up day.

What are the School’s and Dell’s responsibilities?

Prior to the scheduled pick-up, the school should make sure that the units are unplugged from electrical outlets and network connections. It is the school’s responsibility to download or back-up any needed data that may exist on the hard drive. Units should be free of any lockdown or security devices. Equipment to be picked up must be consolidated within a reasonably accessible, ground floor location within each Site prior to Dell’s arrival. It is recommended that units are placed in a location which will enable minimal class or office disruption during the removal process.

School contacts are advised to observe and count each piece as it is being removed from the building. School officials should keep students away from the removal path until the job is complete.

We recommend that schools update their Magic inventory to show the assets were disposed. If the school does not update their Magic inventory, Dell will do so at the conclusion of the disposal process.

At the conclusion of the pickup, Dell personnel will note the number of pieces taken on the logistics bill of lading. School contacts will be asked to counter-sign the bill of lading to confirm the unit count. The school will get a copy at that time.

Dell requests a minimum of twenty-four (24) hours advance notification of any requests to cancel or reschedule a pick-up. Please contact the following should it be necessary to do so: or call 1-800-234-1490 ext 724-4301.

Dell will wait up to twenty minutes after arrival at the school to start the job. If Dell cannot start the job within twenty minutes after arrival at the school due to school issues, Dell will leave. The school will have to reschedule the pick-up.

If Dell is unable to pick-up between the hours of 8 AM and 5 PM on the scheduled date, Dell will notify the school as soon as possible. A return pick-up date will be scheduled.

How will I know which units were removed and what assurance do I have that the identity and data on those units were properly destroyed?

Approximately thirty business days after the pick-up date, Dell will send the school/Central contact a detailed Settlement Report and Certificate of Disposal. The Settlement Report includes item description including serial number, cosmetic condition and, if present, asset tag numbers. At the same time, Dell will also remove all items from the NYCDOE’s Managed Seat Inventory List.

The Certificate of Disposal verifies that the hardware received under a specific tracking number has had or will have the data overwritten or reformatted by using an automated script (for example, data is overwritten with 0’s and 1’s). In cases of non-functional hard drives, the data will be made non-readable by shredding or otherwise destroying the hard drives. Asset tags and other NYCDOE identification will be removed from the unit and destroyed. In addition, the Certificate of Disposal will confirm that all recycling complies with local, state and federal guidelines, including those of the EPA (Environmental Protection Agency). It is encouraged that schools/offices keep these certificates to protect oneself in case of an audit by the Federal or local authorities.

What’s a “Disposable Unit”

Disposable units are NYC Department of Education-owned computer equipment eligible for pick-up and disposal through the PCS program. These include

  • Desktop computers (CPUs)
  • Notebook computers
  • Netbooks
  • Servers
  • Monitors (CRT and Flat-Panel)
  • Printers (low-end & workgroup, monochrome & color)
  • Loose hubs/routers/switches (boxed, 40 lbs. max.)
  • Loose cables (boxed, 40 lbs. max.)
  • Loose keyboards/mice/pointing devices (boxed, 40 lbs. max.)
  • Loose notebook computer accessories (batteries, AC Adapters, disk or optical drives, etc.; boxed, 40 lbs. max.)

Note that a desktop PC and its associated monitor each represent separate disposable units. Also, each box containing loose keyboard, mice, etc. (up to 40 lbs.) represents a separate disposable unit.

NYCDOE-owned equipment NOT eligible for pickup:

  • Lockdown & security devices
  • Textbooks, Library Books, Magazines, etc.
  • Copy machines
  • Fax machines
  • Docking stations
  • Scanners
  • Televisions & VCRs
  • Projectors (Overhead and Other)
  • Typewriters
  • Telephones
  • Appliances
  • Furniture
  • Laboratory, Medical, Biological, or Nuclear waste
  • Chemical waste (other than toner cartridges)
  • Other items not listed as “Disposable Units Eligible for Pick-Up”

Still have questions?

Please contact Dell Asset Recovery at 1-800-692-3355 ext 728-2237 or send an email to .

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