Transmittal - 9/19/2022
ERIN MENDENHALL
Mayor
DEPARTMENT OF INFORMATION
MANAGEMENT SERVICES
Aaron Bentley, Chief Information Officer
P.O. BOX 145474
451 SOUTH STATE STREET, ROOM 306
SALT LAKE CITY, UT 84114-5474
WWW.SLCMAYOR.COM
TEL 801-535-7704
CITY COUNCIL TRANSMITTAL
______________________________ Date Received:
Lisa Shaffer, Chief Administrative Officer
Date Sent to Council:
TO: Salt Lake City Council DATE: 8/23/2022
Dan Dugan, Chair
FROM: Aaron Bentley
Chief Information Officer
Information Management Services
SUBJECT: Digital Equipment Donation Program
STAFF CONTACTS:
Nole Walkingshaw, Chief Innovation Officer, nole.walkingshaw@slcgov.com
Kim Thomas, Youth & Family Director, kim.thomas@slcgov.com
DOCUMENT TYPE: Public Benefits Analysis and Recommendation
RECOMMENDATION: The Administration recommends that a public hearing be held on the
matter of the Public Benefits Analysis and that the Council consider adopting a resolution approving
the donation of 146 surplus computers the City no longer intends to use to local nonprofits for
distribution to community members in need. 25 of the surplus computers will be allocated to Youth
and Family Service to support individuals being served through their programming.
BUDGET IMPACT: The proposed action will not materially impact the City budget – See the
attached cost analysis based on the TNT Auction revenue estimates.
BACKGROUND/DISCUSSION: The Digital Equity Policy of Salt Lake City was adopted on
September 1, 2020 to address the imbalances related to digital equity. One of the action items in the
policy called for increasing digital access via reliable and affordable devices. The SLC Innovation
Team, in coordination with Youth & Family, has developed a pilot Digital Equipment Donation
Program that addresses this need.
Every year, the City accumulates about 300-500 surplus computers (laptops and desktops). Currently
IMS sells these devices to TNT Auction every year at a net loss when taking staff time into
consideration. (See attached cost analysis). Instead of selling its surplus computers, IMS and Youth
9/19/2022
9/19/2022
Lisa Shaffer (Sep 19, 2022 14:23 MDT)
ERIN MENDENHALL
Mayor
DEPARTMENT OF INFORMATION
MANAGEMENT SERVICES
Aaron Bentley, Chief Information Officer
P.O. BOX 145474
451 SOUTH STATE STREET, ROOM 306
SALT LAKE CITY, UT 84114-5474
WWW.SLCMAYOR.COM
TEL 801-535-7704
& Family obtained City Council approval to donate equipment to community members who need
digital resources.
In September 2021, IMS and Youth & Family Services (Y&F) completed a pilot program which
donated 18 surplus computers, keyboards, and mice to families and individuals who currently utilize
their services. Now, in phase two of our pilot digital equipment donation program, IMS is proposing
the City donate them to community organizations that serve Salt Lake City’s families and individuals
who need digital resources via an application process. The organizations will then disseminate the
refurbished computers to its clients through their existing computer donation and digital literacy
programs. Working with community organizations will allow a higher volume of computers to be
donated to community members.
IMS and Youth & Family currently have staffing resources to execute phase 2 of the pilot, but future
iterations may need additional resources.
By providing computers and resources on broadband access to communities that need them, the
proposed Digital Equipment Donation program will benefit the residents of Salt Lake City by:
helping bridge the technology gap in disadvantaged communities, increasing digital literacy,
improving student achievement, and reducing the City’s electronic waste output.
Data
According to the 2020 American Community Survey (ACS)1, 13.3 percent of households in Salt
Lake City do not have internet access and 5.3 percent do not own a desktop or laptop. About 10.9
percent of households rely solely on a cellular data plan to stay connected. The pandemic brought
the digital divide into sharp focus as families struggled to coordinate online education for the first
time, find COVID-19 testing sites, and apply for jobs and/or government benefits in 2020. Mental
health issues were exacerbated as lockdowns crept on for months and physical social contact was
restricted. This is especially true for community members who live in Salt Lake City’s Westside
neighborhoods.
In the City’s Westside neighborhoods, a larger proportion of its residents lack home internet
connections, especially among its lower-income and elderly populations. Roughly 18.5 percent of
Westside households are without an internet subscription or broadband of any type, and 28.2
percent of households are without a desktop or laptop.2
The proposed Digital Equipment Donation Program will help bridge this technology gap in Salt
Lake City’s communities by providing refurbished laptops to families and individuals that need
them. And because internet access is necessary for many essential activities such as searching for
jobs, civic participation, signing up for public benefits, tele-working/health, and banking, the
program will also provide resources on how to access low-cost internet, thus ensuring recipients are
1 U.S. Census Bureau, 2020 American Community Survey 5-Year Estimates: shorturl.at/nVY68
2 U.S. Census Bureau, 2019 American Community Survey 1-Year Estimates
ERIN MENDENHALL
Mayor
DEPARTMENT OF INFORMATION
MANAGEMENT SERVICES
Aaron Bentley, Chief Information Officer
P.O. BOX 145474
451 SOUTH STATE STREET, ROOM 306
SALT LAKE CITY, UT 84114-5474
WWW.SLCMAYOR.COM
TEL 801-535-7704
fully connected. As recipients learn computer skills, they will become more confident with new
technologies and will be better connected to vital services, friends, and family. Therefore, providing
digital equipment and resources on internet access will enhance the health, well-being, peace, and
comfort of these residents of Salt Lake City.
Bridging this technology gap will also increase digital literacy and improve student achievements in
Salt Lake City. A recent study by Michigan State University3 found that students who do not have
access to the Internet from home or rely solely on cellular data perform lower on a range of metrics,
including homework completion and grade point average (half a letter grade lower). The study found
that 64 percent of students in grades 8-11 who do not have home internet access “often or
sometimes” fail to complete homework assignments. The study also found that students with no
home broadband access were less likely to participate in educational activities such as checking
grades, collaborating with peers, researching assignment topics or seeking help from teachers/peers
outside of school hours.
Digital literacy skills can be taught formally in schools, but competency is more likely developed
through frequency of use and online activities that can only be accomplished with a personal device
and home internet access. These skills contribute to broader abilities such as work efficiency,
effective communication, and critical thinking. The Digital Donation Program advances the City’s
priorities related to education and economic development by equipping Salt Lake City’s children and
their families with the skills needed to succeed in a technology-focused economy.
Lastly, consistent with Salt Lake City’s commitment to protecting its natural systems, this program
embraces a resource management approach that emphasizes reducing waste creation and reuse
whenever possible. According to the Environmental Protection Agency (EPA), electronic waste or
e-waste is the fastest growing municipal waste stream in America.4 E-waste refers to electronic
products nearing the end of their “useful life.” Laptops, however, can be reused and refurbished. By
refurbishing and donating the City’s surplus devices, we will not only help bridge the digital divide
but reduce Salt Lake City’s electronic waste output and enhance the health and comfort of its
residents.
3 Hampton, K. N., Fernandez, L., Robertson, C. T., & Bauer, J. M. Broadband and
Student Performance Gaps. James H. and Mary B. Quello Center, Michigan State University.
https://doi.org/10.25335/BZGY-3V91
4 United States EPA (2021, June 1). Helping Communities Manage Electronic Waste. http://www.epa.gov.
https://www.epa.gov/sciencematters/helping-communities-manage-electronic-waste
RESOLUTION NO. _____ OF 2022
(Authorizing the Donation of Certain City Computers to Benefit Disadvantaged Communities
and Low-Moderate Income Families Through a Digital Donation Program)
WHEREAS, the donation of computers for which Salt Lake City (“City”) has no ongoing
need through the City’s digital donation program advances the educational and digital equity
goals that the City supports; and
WHEREAS, Utah Code Section 10-8-2(1)(a)(v) allows public entities to authorize the
donation of City property to nonprofit entities after a public hearing; and
WHEREAS, though Utah Code Section 10-8-2 does not require a study for such
nonmonetary assistance, in this case the Salt Lake City Department of Finance has performed a
cost analysis related to the costs associated with disposition of City computers that have reached
end-of-life status (“Analysis”); and
WHEREAS, the City Council has, following the giving of not less than fourteen (14) days
public notice, conducted a public hearing relating to the foregoing, in satisfaction of the
requirements of Utah Code Section 10-8-2; and
WHEREAS, the Council has reviewed the proposal provided by the City’s Information
Management Department (“IMS”) to donate up to 133 surplus City computers, including any
corresponding, keyboards, mice, or other peripheral accessories that are used with such
computers; has reviewed the Analysis provided in connection with the IMS proposal, and has
fully considered all comments made during the public hearing;
THEREFORE, BE IT RESOLVED by the City Council of Salt Lake City, Utah, as
follows:
1. The City Council hereby finds and determines that, for all the reasons set forth in
the IMS Proposal and the accompanying Analysis, the donation of the identified computers and
peripheral accessories through the City’s Digital Donation Program is appropriate under these
circumstances. Consequently, the identified computers and peripheral accessories may be donated
to the local nonprofit organizations with the expectation that such computers and peripheral
accessories will be distributed to community members.
Passed by the City Council of Salt Lake City, Utah, this _____ day of _________, 2022.
SALT LAKE CITY COUNCIL
By: ______________________
CHAIRPERSON
2
ATTEST:
____________________________
CITY RECORDER
APPROVED AS TO FORM:
Salt Lake City Attorney’s Office
______________________________
Jaysen Oldroyd, Senior City Attorney
Date: ______8/19/22__________
Salt Lake City Corporation
Digital Equipment Donation Program
Community Organization Application
DRAFT – PENDING APPROVAL
In 2022 the Salt Lake City Council unanimously approved the donation of surplus computers
to community organizations that provide direct services to Salt Lake City residents (pending
City Council approval). The intent of the Digital Equipment Donation Program is to provide
equitable distribution of surplus computers to community members, increase digital literacy,
improve student achievement, and reduce the City’s electronic waste output.
To qualify to receive these surplus computers, the applying community organization is
required to submit this signed application; including an overview of how they will distribute
the computers and provide digital literacy training to recipients. Surplus computers will be
distributed to the community organizations and allocated based on surplus
availability.
The organizations are required to donate the refurbished computers to their clients
through their existing computer donation and/or digital literacy programs.
Community organizations will be awarded surplus computers based on the strength of their
application and established digital literacy program.
Eligibility Requirements for Organizations:
• The donated computers must go directly to the organization’s clients who live in Salt
Lake City in the following zip codes: 84101, 84102, 84103, 84104, 84105, 84106, 84109,
84111, 84114, 84115, 84116, 84119, 84121, 84128.
• The organization must have an established computer donation program and/or
digital literacy program that supports clients they serve.
• The organization must provide a non-profit EIN or tax-exempt number.
Contact Information:
Organization Name:
Primary Contact Name:
Primary Contact Phone Number:
Primary Contact Phone Emails:
Address:
City/Zip
Phone Number:
Website:
Non-Profit EIN or Tax-Exempt Number:
Questions:
1. Provide the mission of your organization:
2. Please provide an overview of your digital literacy program and how long it has been
established:
3. Please provide an overview of how your organization will distribute the surplus
computers to Salt Lake City residents:
4. How many computers do you estimate your organization could distribute yearly?
5. How will you select clients to receive a surplus computer?
The applicant understands and acknowledge the following:
If the applying organization is awarded surplus computers, the organization agrees to
submit a brief report that includes the following information:
• A brief overview of how the distribution process and digital literacy program was
accomplished
• Zip codes of computer recipients
• Age of recipients
The surplus computers hard drives have been erased and factory reset. Applicant recognizes
that computers are donated on an “as-is” “where-is” basis. Salt Lake City makes no
representations, guaranties, or warranties whatsoever as to the condition, quality,
purpose fitness for any particular use, or safety of the computer. All warranties of any
kind whatsoever, expressed, implied, and statutory, pertaining to the computer are
hereby disclaimed. All implied warranties of merchantability and fitness for a
particular purpose are hereby disclaimed. Salt Lake City Corporation is not
responsible for maintenance, repair, and the installation or provisioning of working software
to the computer.
Organization Representative Name (Print) Representative Signature Date
_________________________________
SLC Point Person Contact Info: Nole Walkingshaw, Hailey Leek & Joseph Anthony (ask
Joseph the protocol for picking up computer from IMS and the serial numbers)
Grading Rubric: Based on yes/no
• Does the organization have a digital literacy program?
• Does the organization have a distribution plan?
• Can the organization distribute 5 or more computers?
TNT Auctions
REVENUE 9/1/2017 12/1/2017 3/1/2018 6/1/2018 FY 9/1/2018 12/1/2018 3/1/2019 6/1/2019 FY 9/1/2019 12/1/2019 3/1/2020 6/1/2020 FY 9/11/2020 12/1/2020 3/1/2021 6/1/2021 FY 10/20/2021 1/3/2022 3/31/2022 6/27/2022 FY
Revenue Public Auction 11,574$ 4,937$ 36$ 3,195$ 19,741.50$ 1,823$ 6,548$ 1,395$ 923$ 10,687.50$ 2,655$ 2,520$ 5,175.00$ 2,520$ 2,520.00$ 8,528$ 37,053$ 549$ 7,362$ 53,491.50$
Number of Machines Sold 378 183 2 176 739 162 191 43 39 435 94 96 190 54 54 136 280 37 179 632
Dollar per Machine 30.62$ 26.98$ 18.00$ 18.15$ 26.71$ 11.25$ 34.28$ 32.44$ 23.65$ 24.57$ 28.24$ 26.25$ 27.24$ 46.67$ 46.67$ 62.70$ 132.33$ 14.84$ 41.13$ 84.64$
COST
Fixed
Storage 5.90$ 5.78$ 10.28$ 17.52$ 5.84$ 5.84$ 5.84$
Total of Finance Cost per machine 60 0.34$ 0.27$ 1.22$ 1.34$ 0.56$ 0.55$ 0.97$ 0.97$ 0.97$ 0.97$ 0.97$
Employee Time To Pick-up and Register(?) a Machine 22.5 22.5 22.5 22.5 22.5 22.5 22.5 22.5 22.5 22.5 22.5 22.5 22.5 22.5 45
Total Cost to Pick-up and Register(?) per machine 16.23$ 16.23$ 16.23$ 16.23$ 16.93$ 16.81$ 18.83$ 19.09$ 17.42$ 17.39$ 16.23$ 18.30$ 20.60$ 20.60$ 20.60$ 41.21$
Software Cost to Wipe & per machine 4.99$ 4.99$ 4.99$ 4.99$ 4.99$ 4.99$ 4.99$ 4.99$ 4.99$ 4.99$ 4.99$
Employee Time to Wipe & Inventory a Machine 20 20 20 20 20 20 20 20 20 20 20 20 20 20 37.5
Employee Cost to Wipe & Inventory per machine 14.42$ 14.42$ 14.42$ 14.42$ 19.42$ 19.42$ 19.42$ 19.42$ 19.42$ 19.42$ 19.42$ 19.42$ 19.42$ 19.42$ 8.94$
Disposition Time per machine ( Monti, now DJ)30 30 30 60
Disposition per machine ( Monti, now DJ)60 0.37$ 0.31$ 1.38$ 1.52$ 0.63$ 0.62$ 1.10$ 27.47$ 27.47$ 27.47$ 54.95$
IMS Review and Approval Costs 15.56$ 7.56$ 28.60$ 11.82$
Property Control Agent Review and Approval Costs 5.96$ 2.89$ 2.43$ 4.53$
Employee Time for Auction Pick Up & Reconciliaiton
(mins)60 0.37 0.31 1.4 1.54 0.64 0.63 1.11 1.11 1.11 1.11 1.25
Cost per machine 0.27$ 0.23$ 1.01$ 1.11$ 0.46$ 0.45$ 0.80$ 1.02$ 1.02$ 1.02$ 1.14$
Total Time per machine (mins)42.66 42.83 72.5 42.84 50.21 43.06 42.81 43.9 44.04 43.45 43.14 43.13 43.14 43.61 43.61 74 73.61 73.61 143.75 91.15
42.66 42.83 42.80 42.84 42.87 42.81 43.90 44.04 43.14 43.13 43.61
TOTALS 30.81$ 30.98$ 30.95$ 30.99$ 42.50$ 42.34$ 48.25$ 49.01$ 44.12$ 44.05$ 46.69$
Total $ Spent per machine 30.81$ 30.98$ 52.29$ 30.99$ 36.27$ 42.50$ 42.34$ 48.25$ 49.01$ 45.53$ 44.12$ 44.05$ 44.09$ 46.69$ 46.69$ 113.51$ 90.76$ 111.34$ 134.39$ 112.50$
NET Revenue per machine (0.19)$ (4.00)$ (34.29)$ (12.84)$ (12.83)$ (31.25)$ (8.06)$ (15.81)$ (25.36)$ (20.12)$ (15.88)$ (17.80)$ (16.84)$ (0.02)$ (0.02)$ (50.81)$ 41.57$ (96.50)$ (93.26)$ (49.75)$
(0.19)$ (4.00)$ (34.29)$ (12.84)$ (31.25)$ (8.06)$ (15.81)$ (25.36)$ (15.88)$ (17.80)$ (0.02)$
34.67%
FY18 FY19 FY20 FY21 FY22
Time RangeNotes
30-60
30-45
60-90
1-2 hours per week
30-60 per Disposition>18 Dispositions in FY23 Q1 (or FY22 Q4?)
60-90 >If load not too big (about 25% of time) DJ will drive computers and parts to vendor in IMS van