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Home My WebLink AboutCouncil Provided Information - 8/13/2024r COUNCIL STAFF REPORT `•� 1 /�j 4�' CITY COUNCIL of SALT LAKE CITY https://tinyurl.com/SmallCellsSLC TO: City Council Members Item Schedule: FROM: Sylvia Richards Set Date: July 9, 2024 Budget & Policy Analyst Written Briefing: July 9, 2024 Public Hearing: August 13, 2024 DATE: August 13, 2024 Potential Action: August 20, 2024 RE: SLC Computers for the Community (formerly known as the Digital Equipment Donation Program) - WRITTEN BRIEFING ISSUE AT -A -GLANCE In September of 2020, a policy for the Digital Equipment Donation Program was adopted. Working with Youth & Family Services (Y&F), the City's Innovation Team developed a pilot program to address digital inequity within the community. One of the policy action items calls for "increasing digital access via reliable and affordable devices". In September of 2021, IMS and Youth & Family Services began donating surplus computers, keyboards and mice to families, individuals and non-profit organizations. The Administration is now recommending that the Digital Equipment Donation Program be renamed SLC Computers for the Community. Additionally, the Administration recommends several changes to simplify the process. Prior to distributing the computers, the current Public Benefits Analysis process requires the City to: 1) Prepare the cost analysis 2) Draft a transmittal 3) Prepare a resolution The Administration indicates that these steps delay the progress of timely computer distribution, and therefore suggests transitioning to a quarterly donation cycle which aligns with State Code. Section 10-8-2 indicates a Public Hearing will still be required for donations of computers, keyboards and mice; however, a cost -analysis study will no longer be required. Near the beginning of the fiscal year, IMS would identify the number of devices and accessories available for donation and request City Council approval. 1. Non -profits serving Salt Lake City residents would be chosen through an open application process. 2. Allocation of the devices to the selected non -profits would occur based on need and ability to distribute the devices to qualifying recipients. CITY COUNCIL OF SALT LAKE CITY 451 SOUTH STATE STREET, ROOM 304 SLCCOUNCIL.COM P.O. BOX 145476, SALT LAKE CITY, UTAH 84114-5476 TEL 801-535-7600 FAX 801-535P.O. BOX 145476, SALT LAKE CITY, UTAH 84114-5476 TEL 801-535-7600 FAX 801-535-76511 3. Results of distribution could be incorporated into a budget amendment, annual budget, or provided in another manner according to the Council's preference. Note: If these changes are approved, City programs such as Youth & Family Services will no longer be able to provide computers directly to their patrons; however, they can refer families to the non- profits that are awarded the devices. The Youth & Family Services Division is aware of this change and agrees with the recommended changes. Over fiscal year 2024-25, it is anticipated that there will be approximately 500 computers available to donate. The schedule is as follows: Written Briefing and Set Date July 9th Public Hearing: August 13th formal meeting Potential Action: August loth formal meeting. BUDGET IMPACT The transmittal indicates there will be very little impact to the City budget because of these changes. The anticipated benefits using the new approach include reduced device storage expenses, devices prepared predictably by apprentices, and improved operational efficiency in IMS. METRICS With respect to measuring program success, the Administration will be using questionnaires to track the distribution of the receivers. The application requests the following information from the organizations distributing the computers: a) A brief overview of how the distribution process and digital literacy program was accomplished b) Zip codes of computer recipients c) Age of recipients Council staff asked what criteria will be used by community organizations (if any) to distribute the computers. The Administration indicated they are assuming that the community organizations are working with a variety of individuals from differing backgrounds who qualify for their services and as such they did not want to be overly specific. This is an area where they will evaluate moving forward. POLICY QUESTION ➢ The Council may wish to ask IMS for an update on the expansion and availability offree Wi-Fi networks throughout the City, specifically available for families who may not otherwise have internet service. The information listed below identifies the non -profits which received the donated computers during FY2023. The Administration will have75 computers available July 1st for donation. YEAR NON -PROFITS RECEIVING DONATED DEVICES NUMBER OF DONATED ITEMS 2023 Salt Lake Community College's Basic Needs Tech Access Program 35 devices Page 12 assisting low-income college students 2023 Nomad Alliance supporting unsheltered individuals 25 2023 Catholic Community Services 25 2023 Club Ability aiding low-income Latino families & individuals with different abilities 35 2023 Youth & Family Services YouthCity providing services to low-income children & teens 26 Total of 146 The following organizations have expressed interest and plan to apply for used computers: • Project Read Utah • Somali Self -Management Community Group • Int'l Rescue Committee • Columbus Adult Education Center To: Salt Lake City Council Chair Salt Lake City Redevelopment Agency Chair From: Employee Name: Walkingshaw, Nole Department Information Management Services Department Director Signature (j¢�iio�c��ztlnJ Director Signed Date 06/04/2024 Start Date: 06/03/2024 E-mail Nole.Walkingshaw@slc.gov Date Sent to Council: 06/06/2024 Chief Administrator Officer's Signature* 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: Presenters/Staff Table Hailey Leek Hailey Leek hailey.leek@slc.gov Document Type* Budget Impact* Budget Impact: Resolution Yes No 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 Puhllc Healing Chief Administrator Officer's Comments SALT LAKE CITY CORPORATION COMPUTER DONATION PROGRAM COST ANALYSIS( t DECEMBER 2023 V 9 S %7..T:ff Note 1: Note 2: Note 3: 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 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 maintensce costs 191 $ 418 (Cost data per Denise Sorenson - Fleet). General Fund Administrative Fees $ Allocated Derived Fees per FY2023 to Departments Percentage $$ All City Depts (except IMS) $ 183,500 0.39% $ 700 CC: 6565010 Dot Leadership & Financial Sys 1,872,709 038% 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 City Apprentice 0.7 $ 29,231 39.34% $ 11,207 Network Support Administrator I (Apprentice Supervisor) 1.0 100,452 4.26% 4,279 Community Outreach SP&F Coordinator 1.0 100,104 2.13% 5,005 Property Control Agent 1.0 94,097 1.99% 1,777 Total Direct Salaries $ 22,268 Unbllled 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 Unbllled Building Costs $ 24,459 Note 4: IFull Time IMS FfEs 9100 >Somehow miscounted the number of Laptops, Copmuters & Tablets for FY2023 in my pivot table formula Divide by number of devices to get Per Device Cost >Had not applied the percentage of total refurbished assets represented by Laptops, Computers & Tablets =42.6% in FY2023 >Had not applied the percentage of total refurbished assets represented by Laptops, Computers & Tablets.= 42.6% in FY2023 >Ncle revised this estimate of work to 10% 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 i Note 1: Note 2: Note 3: 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 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) General Fund Administrative Fees $ Allocated Derived Fees per FY2023 to Departments Percentage $$ All City Dept, (except IMS) $ 193,500 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 $ 2,062,132 $ 13,971 Computer Donation FTE's 0.35 IMS FTEs 92.00 Direct Labor/Personal Services Job Title FTE Annual Cost pro rated share Costs City Apprentice OJ $ 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 Divide by number of devices to get Per Device Cost Note 4: Note 5: Full Time Equivalent (FTE) Information IMS FTEs 92.00 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 daysper year) 96 Less: Meetings/ Training (estimate) 46 Annual Work Hours 1,624 Departmer Departmer Division ID Division N, Cost Cent(Cost Cent(Employee Employee Job Code 65000 Information 65036 Dpt Leade 6565010 Dpt Leade 095992 BENTLEY, 001578 65000 Information 65036 Dpt Leade 6565010 Dpt Leade 347770 JENSEN, ( 002559 65000 Information 65036 Dpt Leade 6565010 Dpt Leade 360457 WALKING 002514 65000 Information 65036 Dpt Leade 6565010 Dpt Leade 701716 LOPEZ II, 001801 65000 Information 65036 Dpt Leade 6565010 Dpt Leade 709517 ANTHONN 002271 65000 Information 65036 Dpt Leade 6565010 Dpt Leade 749770 KORB, CH 002816 65000 Information 65036 Dpt Leade 6565010 Dpt Leade 776142 CORTES, 002749 65000 Information 65036 Dpt Leade 6565010 Dpt Leade 956961 BLACK, Hi 002749 65000 Information 65036 Dpt Leade 6565010 Dpt Leade new-4201 new-4201 001233 65000 Information 65036 Dpt Leade 6565010 Dpt Leade vac-4127 vac-4127 002559 65000 Information 65036 Dpt Leade 6565010 Dpt Leade vac-4275 vac-4275 001897 65000 Information 65036 Dpt Leade 6565010 Dpt Leade vac-4276 vac-4276 001897 65000 Information 65036 Dpt Leade 6565010 Dpt Leade vac-4277 vac-4277 001897 65000 Information 65036 Dpt Leade 6565010 Dpt Leade vac-4278 vac-4278 001897 65000 Information 65036 Dpt Leade 6565010 Dpt Leade vac-4279 vac-4279 001897 65000 Information 65036 Dpt Leade 6565010 Dpt Leade vac-4280 vac-4280 001897 65000 Information 65036 Dpt Leade 6565010 Dpt Leade vac-4281 vac-4281 001897 65000 Information 65036 Dpt Leade 6565010 Dpt Leade vac-4282 vac-4282 001897 65000 Information 65036 Dpt Leade 6565010 Dpt Leade vac-4286 vac-4286 001897 65000 Information 65036 Dpt Leade 6565010 Dpt Leade vac-4288 vac-4288 001897 Job Title Pay Grade Old Class 1 FTE Pension C, CHIEF INF041X 00ox 1 E1CN DIRECTO1037X 600X 1 CN CHIEF INS 039X 00ox 1 CN NETWORI025X 300X 1 T2CN FINANCIA 034X 600X 1 T2CN401 H DEPUTY C 039X 00ox 1 CN FINANCIA 025X 600X 1 CN FINANCIA 025X 600X 1 T2CN OFFICE F, 019X 300X 1 T2CN DIRECTO1036X 600X 1 T2CN INTERN H HRYX 300X 0.7 T2EMP INTERN H HRYX 300X 0.7 T2EMP INTERN H HRYX 300X 0.7 T2EMP INTERN H HRYX 300X 0.7 T2EMP INTERN H HRYX 300X 0.7 T2EMP INTERN H HRYX 300X 0.7 T2EMP INTERN H HRYX 300X 0.7 T2EMP INTERN H HRYX 300X 0.7 T2EMP INTERN H HRYX 300X 0.7 T2EMP INTERN H HRYX 300X 0.7 T2EMP Position T) Distributior Monthly SE Hourly Rat Annual Ho Hire Date Benefit Da Anniversar Terminate Comp Dato Salary Obj Salary Q1 D EPT 100 15048.8 86.82 2080 ######## ######## 211101 45146 SAL 100 10427.73 60.16 2080 6/19/2000 6/19/2000 6/19/2000 6/19/2000 211101 31283 SAL 100 13774.8 79.47 2080 6/25/1998 11/9/1998 6/25/1998 6/25/1998 211101 41324 SAL 100 5354.27 30.89 2080 2/10/2021 5/15/2022 2/10/2021 2/10/2021 211101 16063 SAL 100 9240.4 53.31 2080 1 /4/2021 1 /4/2021 1 /4/2021 1 /4/2021 211101 27721 SAL 100 13448.93 77.59 2080 3/12/1990 5/2/1993 3/12/1990 3/12/1990 211101 40347 SAL 100 6097.87 35.18 2080 3/1/2021 3/1/2021 3/1/2021 3/1/2021 211101 18294 SAL 100 5503.33 31.75 2080 1 /3/2022 1 /3/2022 1 /3/2022 1 /3/2022 211101 16510 SAL 100 4470.27 25.79 2080 1 /1 /2024 1 /1 /2024 7/1 /2023 1 /1 /2024 211101 0 SAL 100 10961.6 63.24 2080 7/1/2023 7/1/2023 7/1/2023 7/1/2023 211101 32885 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 RPT 100 0 20 1456 7/1/2023 7/1 /2023 7/1/2023 7/1/2023 2161 7280 RPT 100 0 20 1456 7/1/2023 7/1 /2023 7/1/2023 7/1/2023 2161 7280 RPT 100 0 20 1456 7/1/2023 7/1/2023 7/1/2023 7/1/2023 2161 7280 Salary Q2 Salary Q3 45146 45146 31283 31283 41324 41324 16063 16063 27721 27721 40347 40347 18294 18294 16510 16510 0 13411 32885 32885 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 7280 Salary Q4 Salary Tot; Longevity (Longevity I Longevity ( Longevity (Longevity ( Longevity 45146 180584 211102 375 375 375 375 1500 31283 125132 211102 375 375 375 375 1500 41324 165296 211102 375 375 375 375 1500 16063 64252 211102 0 0 0 0 0 27721 110884 211102 0 0 0 0 0 40347 161388 211102 375 375 375 375 1500 18294 73176 211102 0 0 0 0 0 16510 66040 211102 0 0 0 0 0 13411 26822 211102 0 0 0 0 0 32885 131540 211102 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 7280 29120 216102 0 0 0 0 0 Pension O Pension Q Pension Q Pension Q Pension Q Pension Tc 219115 8225 8225 8225 8225 32900 219115 5733 5733 5733 5733 22932 219115 7493 7493 7493 7493 29972 219115 2725 2725 2725 2725 10900 219115 2050 2050 2050 2050 8200 219115 7362 7362 7362 7362 29448 219115 3332 3332 3332 3332 13328 219115 2800 2800 2800 2800 11200 219115 41 41 2282 2282 4646 219115 5536 5536 5536 5536 22144 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Fica Objec Fica Q1 Fica Q2 Fica Q3 Fica Q4 Fica Total 401 K Obje 401 K Q1 401 K Q2 401 K Q3 401 K Q4 401 K Tota 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 Objec HSA Q1 HSA Q2 HSA Q3 HSA Q4 HSA Total 501 C9 Obj 501 C9 Q1 501 C9 Q2 501 C9 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 158 158 158 501 C9 Q4 501 C9 Tot Shift Objec Shift Q1 Shift Q2 Shift Q3 Shift Q4 Shift Total Snow ObjE Snow Q1 Snow 02 Snow Q3 Snow 04 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 Q Uniform Q. Uniform Q Uniform Q, Uniform Tc Tool Objec Tool Q1 Tool Q2 Tool Q3 Tool Q4 Tool Total Fire Objec Fire 01 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 03 Fire Q4 Fire Total CPath Obf CPath Q1 CPath Q2 CPath Q3 CPath Q4 CPath Tots CPathEx C CPathEx C CPathEx C CPathEx C 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 C CPathEx T Phone Obj Phone Q1 Phone Q2 Phone Q3 Phone Q4 Phone Tot Auto Objec Auto Q1 Auto 02 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 01 Educ Q2 Educ 03 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 Combined FY2023 FY2024 Q1 Laptops 165 2- FY Computers 130 low Tablets 30 - Total US J 247 high 307 456 763 42.60% items estimate >Missino 13 items in FY2023 !Mode! Coteaorv) TNT Count Row Labels Access Point Column 02023 -E 0 2024 2024 QI 54 54 54 Computer 112 33 33 145 Computer Peripheral 45 20 20 65 Desktop 32 1 1 33 IP Device 43 43 43 IP Router 1 1 1 2 1 P Switch 17 17 17 Laptop 78 7 7 85 Monitor 3 5 5 8 Server 5 5 5 10 Tablet 1g 18 Grand Total 294 186 1 186 490 >Missino 202 items_ 174 in FY2023 (Model Cate Row Labels Cables 02023 4 - 21124 Cli 6 6 10 Calculators 1 1 Card Scan 1 1 Computer 18 1 1 19 Computer Peripheral 96 12 12 1D8 Dock 1 1 Docks 1 1 Keyboards 3 3 3 6 Laptop 87 69 69 156 Mice 1 1 1 Money Counter 1 1 1 Monitor 4 1 1 5 n/a it 2 2 13 Pager 3 3 Printer 26 5 5 31 Scanner/Printer 1 1 1 Server 13 13 Tablet 12 9 9 21 3 3 1 TV 3 Typewriter 1 video cards 2 2 2 This page has intentionally been left blank ERIN MENDENHALL Mayor DEPARTMENT OF INFORMATION MANAGEMENT SERVICES Aaron Bentley, Chief Information Officer cn= , t'n CITY COUNCIL TRANSMITTAL Jill Love, Chief Administrative Officer Date Received: 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.walkingshawkslcgov.com Hailey Leek, Innovation Team Lead, hailey.leekkslcgov.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 P.O. BOX 145474 451 SOUTH STATE STREET, ROOM 306 WWW.SLCMAYOR.COM SALT LAKE CITY, UT 84114-5474 TEL 801-535-7704 ERIN MENDENHALL Mayor cn= , t'n DEPARTMENT OF INFORMATION MANAGEMENT SERVICES Aaron Bentley, Chief Information Officer 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. P.O. BOX 145474 451 SOUTH STATE STREET, ROOM 306 WWW.SLCMAYOR.COM SALT LAKE CITY, UT 84114-5474 TEL 801-535-7704 ERIN MENDENHALL r DEPARTMENT OF INFORMATION Mayor MANAGEMENT SERVICES ,''�� t�'�l �''• Aaron Bentley, Chief Information Officer cn= , t'n 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 P.O. BOX 145474 451 SOUTH STATE STREET, ROOM 306 WWW.SLCMAYOR.COM SALT LAKE CITY, UT 84114-5474 TEL 801-535-7704 This page has intentionally been left blank