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HomeMy WebLinkAboutTransmittal - 6/10/2024SALT LAKE CITY TRANSMITTAL To:  Salt Lake City Council Chair Salt Lake City Redevelopment Agency Chair Start Date: 06/03/2024 Date Sent to Council: 06/06/2024 From: Employee Name: Walkingshaw, Nole E-mail Nole.Walkingshaw@slc.gov Department Information Management Services Department Director Signature Chief Administrator Officer's Signature * Director Signed Date 06/04/2024 Chief Administrator Officer's Signed Date 06/06/2024 Subject: SLC Computers for the Community Program (formally known as the Digital Equipment Donation Program). Additional Staff Contact: Hailey Leek hailey.leek@slc.gov Presenters/Staff Table Hailey Leek Document Type * Resolution Budget Impact * Yes No Budget Impact: Recommendation:* A.) 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 up to 500 surplus computers the City no longer intends to use to local nonprofits for distribution to community members in need. B.) IMS proposes a change to improve the SLC Computers for the Community Program, aiming for more consistent and timely service to community members. The current Public Benefit Analysis process requires multiple Administrative functions such as preparing the cost analysis, drafting a transmittal, and preparing a resolution. These steps hinder our ability to develop a regular donation schedule. Recognizing the pressing need for computers and growing interest from new partners, IMS suggests transitioning to quarterly donation cycles to qualified nonprofits. This shift aligns with Utah Code 10-8-2, enabling donations to nonprofits without conducting a public benefits analysis. While this means City programs like Youth and Family Services may not directly provide computers, they endorse the change and are willing to refer families to nonprofits that are awarded devices. Under the proposed system, near the beginning of the fiscal year IMS would identify the number of devices and related peripheral accessories that will be donated to nonprofits organizations and will seek Council approval to proceed with such donations using an incremental approach that contemplates distributing a number of the identified devices to the identified nonprofit organizations. Such nonprofit organizations will be selected through open applications for those nonprofits serving Salt Lake City residents. Allocations of the identified devices to the selected nonprofits would occur based on need and ability to distribute the devices to qualifying recipients. Reporting could be integrated into a budget amendment or the annual budget or tailored to Council preferences. Consistent donations are crucial for the program's success. This approach improves operational efficiency, empowering IMS apprentices to prepare devices predictably. This also supports inventory management, avoiding prolonged storage periods. A regular donation cycle benefits the community and facilitates the City’s ability to efficiently donate more devices each year. Background/Discussion SLC Computers for the Community Program, formally known as the Digital Equipment Donation Program, seeks to bridge the technology gap in underserved communities, increase digital literacy, improve student achievement, and reduce the City’s electronic waste output. In September 2021, IMS and Youth & Family Services (Y&F) successfully completed the initial pilot phase of this program by donating 18 surplus computers, along with keyboards and mice, to families and individuals who utilize their services. In the second phase, IMS proposed that the City donate devices to community organizations that serve Salt Lake City’s families and individuals in need of digital resources. Phase two launched Spring 2023, with Salt Lake City donating 146 devices to five community-based organizations. This was facilitated through a structured application process. Afterwards, the qualifying organizations distributed the refurbished computers to their clients. All selected organizations have established digital literacy programs and demonstrated a feasible and equitable distribution plan. Engaging with trusted community organizations substantially streamlined the donation process and ensured recipients receive digital literacy training and support to successfully use their new device. In a departure from past donation cycles, IMS leveraged the Apprenticeship Program through the Utah Department of Workforce Services for computer refurbishment. This innovative approach involved apprentices, as opposed to full-time City employees, in the cleaning, repair, and updating of devices. The integration of the Apprenticeship Program not only reduces the current refurbishing costs but also offers valuable work-based learning experience for apprentices. The recipients of the 2023 donation cycle include: • Salt Lake Community College’s Basic Needs Tech Access Program, dedicated to assisting low-income college students, received 35 devices. • Nomad Alliance, dedicated to supporting unsheltered individuals, received 25 devices. • Catholic Community Services, serving refugee and new Americans, received 25 devices. • Club Ability, focused on aiding low-income Latino families and individuals with different abilities, received 35 devices • Youth & Family Services’ Youth City, providing services to low-income children and teens, received 26 devices. Prospective Applicant List Below is a list of organizations that have expressed interest in the program and plan on applying once the program application opens: • Project Read Utah • Somali Self-Management Community Group • International Rescue Committee • Columbus Adult Education Center Will the City Council need to hold a public hearing for this item?* Yes No Public Process Public Hearing Chief Administrator Officer's Comments SALT LAKE CITY CORPORATION COMPUTER DONATION PROGRAM COST ANALYSIS DECEMBER 2023 Summary Note 1:Depreciation Expense on Fleet Vehicles 418$ Note 2:General Fund Administrative Fees 13,971 Note 3:Direct Labor/Personal Services 24,459 Total Annual Expenditures 38,848.49$ Number of Devices (Laptops, Computers, Tablets)325 >Somehow miscounted the number of Laptops, Copmuters & Tablets for FY2023 in my pivot table formula Cost per Device 119.53$ Divide by number of devices to get Per Device Cost Note 1:Depreciation Expense on Fleet Vehicles Depreciation Annual Vehicle Period Derived Depreciation Count (years)Est. Cost Percentage Costs 1 vehicles 20 $21,334 21.30%227 >Had not applied the percentage of total refurbished assets represented by Laptops, Computers & Tablets = 42.6% in FY2023 Annual maintenace costs 191 418$ (Cost data per Denise Sorenson - Fleet) Note 2:General Fund Administrative Fees $ Allocated Derived Fees per FY2023 to Departments Percentage $$ All City Depts (except IMS)183,500$ 0.38%700$ CC: 6565010 Dpt Leadership & Financial Svs 1,872,709 0.38%7,148 Blanco (computer wiping software)6,123 100.00%6,123 Total Admin Fees 2,062,332$ 13,971$ Computer Donation FTE's 0.35 IMS FTEs 92.00 Note 3:Direct Labor/Personal Services Job Title FTE Annual Cost pro rated share Costs City Apprentice 0.7 29,231$ 38.34%11,207$ >Had not applied the percentage of total refurbished assets represented by Laptops, Computers & Tablets = 42.6% in FY2023 Network Support Administrator I (Apprentice Supervisor)1.0 100,452 4.26%4,279 >Nole revised this estimate of work to 10% Community Outreach SP&E Coordinator 1.0 100,104 2.13%5,005 Property Control Agent 1.0 94,097 1.89%1,777 Total Direct Salaries 22,268$ Unbilled Building Costs est. 260 square feet per employee $24 per square feet costs (per Prop Mgt)$6,240 0.35 2,191 Total Direct Labor and Unbilled Building Costs 24,459$ Note 4:Full Time Equivalent (FTE) Information IMS FTEs 92.00 Note 5:Hours: 1,624 annual base hours was computed as follows: Total Hours Available Annually (40 hours x 52 weeks)2,080 Less: Vacation (2.77 hours X 52 weeks or 3 weeks per year)144 Less: Sick (0.77 hours x 52 weeks or 1 week per year)40 Less: Breaks (260 days per year x 0.50 hours)130 Less: Holidays (8.0 hours x 12 days per year)96 Less: Meetings/ Training (estimate)46 Annual Work Hours 1,624 SALT LAKE CITY CORPORATION COMPUTER DONATION PROGRAM COST ANALYSIS DECEMBER 2023 Summary Note 1:Depreciation Expense on Fleet Vehicles 418$ Note 2:General Fund Administrative Fees 13,971 Note 3:Direct Labor/Personal Services 24,459 Total Annual Expenditures 38,848.49$ Number of Devices (Laptops, Computers, Tablets)325 Cost per Device 119.53$ Divide by number of devices to get Per Device Cost Note 1:Depreciation Expense on Fleet Vehicles Depreciation Annual Vehicle Period Derived Depreciation Count (years)Est. Cost Percentage Costs 1 vehicles 20 $21,334 21.30%227 Annual maintenace costs 191 418$ (Cost data per Denise Sorenson - Fleet) Note 2:General Fund Administrative Fees $ Allocated Derived Fees per FY2023 to Departments Percentage $$ All City Depts (except IMS)183,500$ 0.38%700$ CC: 6565010 Dpt Leadership & Financial Svs 1,872,709 0.38%7,148 Blanco (computer wiping software)6,123 100.00%6,123 Total Admin Fees 2,062,332$ 13,971$ Computer Donation FTE's 0.35 IMS FTEs 92.00 Note 3:Direct Labor/Personal Services Job Title FTE Annual Cost pro rated share Costs City Apprentice 0.7 29,231$ 38.34%11,207$ Network Support Administrator I (Apprentice Supervisor)1.0 100,452 4.26%4,279 Community Outreach SP&E Coordinator 1.0 100,104 2.13%5,005 Property Control Agent 1.0 94,097 1.89%1,777 Total Direct Salaries 22,268$ Unbilled Building Costs est. 260 square feet per employee $24 per square feet costs (per Prop Mgt)$6,240 0.35 2,191 Total Direct Labor and Unbilled Building Costs 24,459$ Note 4:Full Time Equivalent (FTE) Information IMS FTEs 92.00 Note 5:Hours: 1,624 annual base hours was computed as follows: Total Hours Available Annually (40 hours x 52 weeks)2,080 Less: Vacation (2.77 hours X 52 weeks or 3 weeks per year)144 Less: Sick (0.77 hours x 52 weeks or 1 week per year)40 Less: Breaks (260 days per year x 0.50 hours)130 Less: Holidays (8.0 hours x 12 days per year)96 Less: Meetings/ Training (estimate)46 Annual Work Hours 1,624 Departmen Departmen Division ID Division NaCost Cente Cost Cente Employee Employee Job Code Job Title Pay Grade Old Class 1FTE Pension Co 65000 Information 65036 Dpt Leader 6565010 Dpt Leader 095992 BENTLEY, 001578 CHIEF INF 041X 000X 1 E1CN 65000 Information 65036 Dpt Leader 6565010 Dpt Leader 347770 JENSEN, G 002559 DIRECTOR 037X 600X 1 CN 65000 Information 65036 Dpt Leader 6565010 Dpt Leader 360457 WALKING 002514 CHIEF INN 039X 000X 1 CN 65000 Information 65036 Dpt Leader 6565010 Dpt Leader 701716 LOPEZ II, 001801 NETWORK 025X 300X 1 T2CN 65000 Information 65036 Dpt Leader 6565010 Dpt Leader 709517 ANTHONY 002271 FINANCIA 034X 600X 1 T2CN401K 65000 Information 65036 Dpt Leader 6565010 Dpt Leader 749770 KORB, CH 002816 DEPUTY C 039X 000X 1 CN 65000 Information 65036 Dpt Leader 6565010 Dpt Leader 776142 CORTES, 002749 FINANCIA 025X 600X 1 CN 65000 Information 65036 Dpt Leader 6565010 Dpt Leader 956961 BLACK, HO 002749 FINANCIA 025X 600X 1 T2CN 65000 Information 65036 Dpt Leader 6565010 Dpt Leader new-4201 new-4201 001233 OFFICE FA 019X 300X 1 T2CN 65000 Information 65036 Dpt Leader 6565010 Dpt Leader vac-4127 vac-4127 002559 DIRECTOR 036X 600X 1 T2CN 65000 Information 65036 Dpt Leader 6565010 Dpt Leader vac-4275 vac-4275 001897 INTERN H HRYX 300X 0.7 T2EMP 65000 Information 65036 Dpt Leader 6565010 Dpt Leader vac-4276 vac-4276 001897 INTERN H HRYX 300X 0.7 T2EMP 65000 Information 65036 Dpt Leader 6565010 Dpt Leader vac-4277 vac-4277 001897 INTERN H HRYX 300X 0.7 T2EMP 65000 Information 65036 Dpt Leader 6565010 Dpt Leader vac-4278 vac-4278 001897 INTERN H HRYX 300X 0.7 T2EMP 65000 Information 65036 Dpt Leader 6565010 Dpt Leader vac-4279 vac-4279 001897 INTERN H HRYX 300X 0.7 T2EMP 65000 Information 65036 Dpt Leader 6565010 Dpt Leader vac-4280 vac-4280 001897 INTERN H HRYX 300X 0.7 T2EMP 65000 Information 65036 Dpt Leader 6565010 Dpt Leader vac-4281 vac-4281 001897 INTERN H HRYX 300X 0.7 T2EMP 65000 Information 65036 Dpt Leader 6565010 Dpt Leader vac-4282 vac-4282 001897 INTERN H HRYX 300X 0.7 T2EMP 65000 Information 65036 Dpt Leader 6565010 Dpt Leader vac-4286 vac-4286 001897 INTERN H HRYX 300X 0.7 T2EMP 65000 Information 65036 Dpt Leader 6565010 Dpt Leader vac-4288 vac-4288 001897 INTERN H HRYX 300X 0.7 T2EMP Position TyDistribution Monthly SaHourly Rat Annual Ho Hire Date Benefit DatAnniversar Terminate Comp DateSalary ObjeSalary Q1 Salary Q2 Salary Q3 DEPT 100 15048.8 86.82 2080 ################################211101 45146 45146 45146 SAL 100 10427.73 60.16 2080 6/19/2000 6/19/2000 6/19/2000 6/19/2000 211101 31283 31283 31283 SAL 100 13774.8 79.47 2080 6/25/1998 11/9/1998 6/25/1998 6/25/1998 211101 41324 41324 41324 SAL 100 5354.27 30.89 2080 2/10/2021 5/15/2022 2/10/2021 2/10/2021 211101 16063 16063 16063 SAL 100 9240.4 53.31 2080 1/4/2021 1/4/2021 1/4/2021 1/4/2021 211101 27721 27721 27721 SAL 100 13448.93 77.59 2080 3/12/1990 5/2/1993 3/12/1990 3/12/1990 211101 40347 40347 40347 SAL 100 6097.87 35.18 2080 3/1/2021 3/1/2021 3/1/2021 3/1/2021 211101 18294 18294 18294 SAL 100 5503.33 31.75 2080 1/3/2022 1/3/2022 1/3/2022 1/3/2022 211101 16510 16510 16510 SAL 100 4470.27 25.79 2080 1/1/2024 1/1/2024 7/1/2023 1/1/2024 211101 0 0 13411 SAL 100 10961.6 63.24 2080 7/1/2023 7/1/2023 7/1/2023 7/1/2023 211101 32885 32885 32885 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 7280 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 7280 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 7280 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 7280 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 7280 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 7280 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 7280 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 7280 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 7280 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 7280 7280 Salary Q4 Salary TotaLongevity OLongevity QLongevity QLongevity QLongevity QLongevity TPension O Pension Q Pension Q2Pension Q Pension Q4Pension To 45146 180584 211102 375 375 375 375 1500 219115 8225 8225 8225 8225 32900 31283 125132 211102 375 375 375 375 1500 219115 5733 5733 5733 5733 22932 41324 165296 211102 375 375 375 375 1500 219115 7493 7493 7493 7493 29972 16063 64252 211102 0 0 0 0 0 219115 2725 2725 2725 2725 10900 27721 110884 211102 0 0 0 0 0 219115 2050 2050 2050 2050 8200 40347 161388 211102 375 375 375 375 1500 219115 7362 7362 7362 7362 29448 18294 73176 211102 0 0 0 0 0 219115 3332 3332 3332 3332 13328 16510 66040 211102 0 0 0 0 0 219115 2800 2800 2800 2800 11200 13411 26822 211102 0 0 0 0 0 219115 41 41 2282 2282 4646 32885 131540 211102 0 0 0 0 0 219115 5536 5536 5536 5536 22144 7280 29120 216102 0 0 0 0 0 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 0 0 0 0 0 Fica Objec Fica Q1 Fica Q2 Fica Q3 Fica Q4 Fica Total 401K Obje 401K Q1 401K Q2 401K Q3 401K Q4 401K Total Insurance Insurance 219110 3593 1924 3593 3593 12703 219114 1373 1373 1373 1373 5492 2195 4181 219110 2441 2441 2441 2441 9764 219114 0 0 0 0 0 2195 4181 219110 3190 2827 3190 3190 12397 219114 0 0 0 0 0 2195 4181 219110 1248 1248 1248 1248 4992 219114 101 101 101 101 404 2195 1408 219110 2140 2140 2140 2140 8560 219114 2797 2797 2797 2797 11188 2195 4181 219110 3134 2953 3134 3134 12355 219114 0 0 0 0 0 2195 4181 219110 1418 1418 1418 1418 5672 219114 0 0 0 0 0 2195 3141 219110 1282 1282 1282 1282 5128 219114 104 104 104 104 416 2195 4181 219110 19 19 1045 1045 2128 219114 2 2 85 85 174 2195 0 219110 2535 2535 2535 2535 10140 219114 205 205 205 205 820 2195 4181 219110 0 0 0 0 0 219114 0 0 0 0 0 2195 0 219110 0 0 0 0 0 219114 0 0 0 0 0 2195 0 219110 0 0 0 0 0 219114 0 0 0 0 0 2195 0 219110 0 0 0 0 0 219114 0 0 0 0 0 2195 0 219110 0 0 0 0 0 219114 0 0 0 0 0 2195 0 219110 0 0 0 0 0 219114 0 0 0 0 0 2195 0 219110 0 0 0 0 0 219114 0 0 0 0 0 2195 0 219110 0 0 0 0 0 219114 0 0 0 0 0 2195 0 219110 0 0 0 0 0 219114 0 0 0 0 0 2195 0 219110 0 0 0 0 0 219114 0 0 0 0 0 2195 0 Insurance Insurance Insurance Insurance HSA ObjecHSA Q1 HSA Q2 HSA Q3 HSA Q4 HSA Total 501C9 Obj 501C9 Q1 501C9 Q2 501C9 Q3 4181 4181 4181 16724 219501 1500 0 0 0 1500 219118 158 158 158 4181 4181 4181 16724 219501 1500 0 0 0 1500 219118 158 158 158 4181 4181 4181 16724 219501 1500 0 0 0 1500 219118 158 158 158 1408 1408 1408 5632 219501 750 0 0 0 750 219118 158 158 158 4181 4181 4181 16724 219501 1500 0 0 0 1500 219118 158 158 158 4181 4181 4181 16724 219501 1500 0 0 0 1500 219118 158 158 158 3141 3141 3141 12564 219501 1500 0 0 0 1500 219118 158 158 158 4181 4181 4181 16724 219501 1500 0 0 0 1500 219118 158 158 158 0 4181 4181 8362 219501 0 0 0 0 0 219118 0 0 158 4181 4181 4181 16724 219501 1500 0 0 0 1500 219118 158 158 158 0 0 0 0 219501 0 0 0 0 0 219118 158 158 158 0 0 0 0 219501 0 0 0 0 0 219118 158 158 158 0 0 0 0 219501 0 0 0 0 0 219118 158 158 158 0 0 0 0 219501 0 0 0 0 0 219118 158 158 158 0 0 0 0 219501 0 0 0 0 0 219118 158 158 158 0 0 0 0 219501 0 0 0 0 0 219118 158 158 158 0 0 0 0 219501 0 0 0 0 0 219118 158 158 158 0 0 0 0 219501 0 0 0 0 0 219118 158 158 158 0 0 0 0 219501 0 0 0 0 0 219118 158 158 158 0 0 0 0 219501 0 0 0 0 0 219118 158 158 158 501C9 Q4 501C9 Tot Shift ObjecShift Q1 Shift Q2 Shift Q3 Shift Q4 Shift Total Snow Obje Snow Q1 Snow Q2 Snow Q3 Snow Q4 Snow Tota 158 632 211109 0 0 0 0 0 2148 0 0 0 0 0 158 632 211109 0 0 0 0 0 2148 0 0 0 0 0 158 632 211109 0 0 0 0 0 2148 0 0 0 0 0 158 632 211109 0 0 0 0 0 2148 0 0 0 0 0 158 632 211109 0 0 0 0 0 2148 0 0 0 0 0 158 632 211109 0 0 0 0 0 2148 0 0 0 0 0 158 632 211109 0 0 0 0 0 2148 0 0 0 0 0 158 632 211109 0 0 0 0 0 2148 0 0 0 0 0 158 316 211109 0 0 0 0 0 2148 0 0 0 0 0 158 632 211109 0 0 0 0 0 2148 0 0 0 0 0 158 632 216109 0 0 0 0 0 2148 0 0 0 0 0 158 632 216109 0 0 0 0 0 2148 0 0 0 0 0 158 632 216109 0 0 0 0 0 2148 0 0 0 0 0 158 632 216109 0 0 0 0 0 2148 0 0 0 0 0 158 632 216109 0 0 0 0 0 2148 0 0 0 0 0 158 632 216109 0 0 0 0 0 2148 0 0 0 0 0 158 632 216109 0 0 0 0 0 2148 0 0 0 0 0 158 632 216109 0 0 0 0 0 2148 0 0 0 0 0 158 632 216109 0 0 0 0 0 2148 0 0 0 0 0 158 632 216109 0 0 0 0 0 2148 0 0 0 0 0 Clothing/U Uniform Q1Uniform Q2Uniform Q3Uniform Q4Uniform ToTool Objec Tool Q1 Tool Q2 Tool Q3 Tool Q4 Tool Total Fire ObjectFire Q1 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 2171 0 0 0 0 0 2172 0 0 0 0 0 212105 0 Fire Q2 Fire Q3 Fire Q4 Fire Total CPath ObjeCPath Q1 CPath Q2 CPath Q3 CPath Q4 CPath TotaCPathEx OCPathEx QCPathEx QCPathEx Q 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 0 0 0 0 213106 0 0 0 0 0 211106 0 0 0 CPathEx QCPathEx T Phone Obj Phone Q1 Phone Q2 Phone Q3 Phone Q4 Phone TotaAuto ObjecAuto Q1 Auto Q2 Auto Q3 Auto Q4 Auto Total 0 0 252701 247 247 247 247 988 2527 1200 1200 1200 1200 4800 0 0 252701 247 247 247 247 988 2527 0 0 0 0 0 0 0 252701 0 0 0 0 0 2527 0 0 0 0 0 0 0 252701 247 247 247 247 988 2527 0 0 0 0 0 0 0 252701 247 247 247 247 988 2527 0 0 0 0 0 0 0 252701 247 247 247 247 988 2527 0 0 0 0 0 0 0 252701 247 247 247 247 988 2527 0 0 0 0 0 0 0 252701 247 247 247 247 988 2527 0 0 0 0 0 0 0 252701 247 247 247 247 988 2527 0 0 0 0 0 0 0 252701 247 247 247 247 988 2527 0 0 0 0 0 0 0 252701 0 0 0 0 0 2527 0 0 0 0 0 0 0 252701 0 0 0 0 0 2527 0 0 0 0 0 0 0 252701 0 0 0 0 0 2527 0 0 0 0 0 0 0 252701 0 0 0 0 0 2527 0 0 0 0 0 0 0 252701 0 0 0 0 0 2527 0 0 0 0 0 0 0 252701 0 0 0 0 0 2527 0 0 0 0 0 0 0 252701 0 0 0 0 0 2527 0 0 0 0 0 0 0 252701 0 0 0 0 0 2527 0 0 0 0 0 0 0 252701 0 0 0 0 0 2527 0 0 0 0 0 0 0 252701 0 0 0 0 0 2527 0 0 0 0 0 Educ Obje Educ Q1 Educ Q2 Educ Q3 Educ Q4 Educ Total Cert Objec Cert Q1 Cert Q2 Cert Q3 Cert Q4 Cert Total Total 211104 0 0 0 0 0 211105 0 0 0 0 0 257823 211104 0 0 0 0 0 211105 0 0 0 0 0 179172 211104 0 0 0 0 0 211105 0 0 0 0 0 228021 211104 0 0 0 0 0 211105 0 0 0 0 0 88550 211104 0 0 0 0 0 211105 0 0 0 0 0 158676 211104 0 0 0 0 0 211105 0 0 0 0 0 224535 211104 0 0 0 0 0 211105 0 0 0 0 0 107860 211104 0 0 0 0 0 211105 0 0 0 0 0 102628 211104 0 0 0 0 0 211105 0 0 0 0 0 43436 211104 0 0 0 0 0 211105 0 0 0 0 0 184488 216104 0 0 0 0 0 216105 0 0 0 0 0 29752 216104 0 0 0 0 0 216105 0 0 0 0 0 29752 216104 0 0 0 0 0 216105 0 0 0 0 0 29752 216104 0 0 0 0 0 216105 0 0 0 0 0 29752 216104 0 0 0 0 0 216105 0 0 0 0 0 29752 216104 0 0 0 0 0 216105 0 0 0 0 0 29752 216104 0 0 0 0 0 216105 0 0 0 0 0 29752 216104 0 0 0 0 0 216105 0 0 0 0 0 29752 216104 0 0 0 0 0 216105 0 0 0 0 0 29752 216104 0 0 0 0 0 216105 0 0 0 0 0 29752 1,872,709.00$ This page has intentionally been left blank 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: Jill Love, Chief Administrative Officer Date Sent to Council: TO: Salt Lake City Council DATE: 6/3/2024 Victoria Petro, Chair FROM: Aaron Bentley Chief Information Officer Information Management Services SUBJECT: SLC Computers for the Community Program (formally known as the Digital Equipment Donation Program). STAFF CONTACTS: Nole Walkingshaw, Chief Innovation Officer, nole.walkingshaw@slcgov.com Hailey Leek, Innovation Team Lead, hailey.leek@slcgov.com DOCUMENT TYPE: Public Benefits Analysis and Recommendation SUPPORTING DOCUMENTS (see attachments) • Public Benefits Analysis RECOMMENDATION: A.) 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 up to 500 surplus computers the City no longer intends to use to local nonprofits for distribution to community members in need. B.) IMS proposes a change to improve the SLC Computers for the Community Program, aiming for more consistent and timely service to community members. The current Public Benefit Analysis process requires multiple Administrative functions such as preparing the cost analysis, drafting a transmittal, and preparing a resolution. These steps hinder our ability 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 to develop a regular donation schedule. Recognizing the pressing need for computers and growing interest from new partners, IMS suggests transitioning to quarterly donation cycles to qualified nonprofits. This shift aligns with Utah Code 10-8-2, enabling donations to nonprofits without conducting a public benefits analysis. While this means City programs like Youth and Family Services may not directly provide computers, they endorse the change and are willing to refer families to nonprofits that are awarded devices. Under the proposed system, near the beginning of the fiscal year IMS would identify the number of devices and related peripheral accessories that will be donated to nonprofits organizations and will seek Council approval to proceed with such donations using an incremental approach that contemplates distributing a number of the identified devices to the identified nonprofit organizations. Such nonprofit organizations will be selected through open applications for those nonprofits serving Salt Lake City residents. Allocations of the identified devices to the selected nonprofits would occur based on need and ability to distribute the devices to qualifying recipients. Reporting could be integrated into a budget amendment or the annual budget or tailored to Council preferences. Consistent donations are crucial for the program's success. This approach improves operational efficiency, empowering IMS apprentices to prepare devices predictably. This also supports inventory management, avoiding prolonged storage periods. A regular donation cycle benefits the community and facilitates the City’s ability to efficiently donate more devices each year. BUDGET IMPACT: The proposed action will not materially impact the City budget. In addition to the positive outcomes for the community and the skill development of apprentices engaged in computer refurbishment, the City stands to realize cost savings through reduced device storage expenses and support for electronic recycling initiatives. BACKGROUND/DISCUSSION: SLC Computers for the Community Program, formally known as the Digital Equipment Donation Program, seeks to bridge the technology gap in underserved communities, increase digital literacy, improve student achievement, and reduce the City’s electronic waste output. In September 2021, IMS and Youth & Family Services (Y&F) successfully completed the initial pilot phase of this program by donating 18 surplus computers, along with keyboards and mice, to families and individuals who utilize their services. 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 In the second phase, IMS proposed that the City donate devices to community organizations that serve Salt Lake City’s families and individuals in need of digital resources. Phase two launched Spring 2023, with Salt Lake City donating 146 devices to five community-based organizations. This was facilitated through a structured application process. Afterwards, the qualifying organizations distributed the refurbished computers to their clients. All selected organizations have established digital literacy programs and demonstrated a feasible and equitable distribution plan. Engaging with trusted community organizations substantially streamlined the donation process and ensured recipients receive digital literacy training and support to successfully use their new device. In a departure from past donation cycles, IMS leveraged the Apprenticeship Program through the Utah Department of Workforce Services for computer refurbishment. This innovative approach involved apprentices, as opposed to full-time City employees, in the cleaning, repair, and updating of devices. The integration of the Apprenticeship Program not only reduces the current refurbishing costs but also offers valuable work-based learning experience for apprentices. The recipients of the 2023 donation cycle include: • Salt Lake Community College’s Basic Needs Tech Access Program, dedicated to assisting low-income college students, received 35 devices. • Nomad Alliance, dedicated to supporting unsheltered individuals, received 25 devices. • Catholic Community Services, serving refugee and new Americans, received 25 devices. • Club Ability, focused on aiding low-income Latino families and individuals with different abilities, received 35 devices • Youth & Family Services’ Youth City, providing services to low-income children and teens, received 26 devices. Prospective Applicant List Below is a list of organizations that have expressed interest in the program and plan on applying once the program application opens: • Project Read Utah • Somali Self-Management Community Group • International Rescue Committee • Columbus Adult Education Center This page has intentionally been left blank RESOLUTION NO. _____ OF 2024 (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 SLC Computers for the Community 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 500 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 SLC Computers for the Community Program is appropriate under these circumstances. Consequently, the identified computers and peripheral accessories may be donated to the local nonprofit organizations, in incremental distributions to be determined by IMS, and 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 _________, 2024. 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: ______________________ This page has intentionally been left blank