Agenda - 05-05-20; 6-a - Resolution Regarding a Lease Agreement between Chapel Hill-Carrboro City Schools (CHCCS) and Trinity3 Technology to Provide Computers for Students

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1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 5, 2020 Action Agenda Item No. 6-a SUBJECT: Resolution Regarding a Lease Agreement between Chapel Hill-Carrboro City Schools (CHCCS) and Trinity3 Technology to Provide Computers for Students DEPARTMENT: Finance and Administrative Services ATTACHMENT(S): INFORMATION CONTACT: Attachment 1. Resolution Paul Laughton, (919) 245-2152 Gary Donaldson, (919) 245-2453 Patrick Abele, CHCCS Acting Superintendent, (919) 967-8211 Dave Scott, CHCCS Interim Executive Director of Technology, (919) 967- 8211 PURPOSE: To adopt a resolution approving a lease agreement between Chapel Hill-Carrboro City Schools (CHCCS) and Trinity3 Technology for the leasing of computers for students for FY 2020-24 to replace outdated and out of warranty equipment using a sustainable and predictable funding model. BACKGROUND: The CHCCS computing environment is multi-platform and has been for many years. Teachers, administrators, instructional support staff, and central office employees all use either a Windows or Apple based laptop (or desktop for some front office positions). In almost all cases, teachers also (primarily at the elementary level) have an Apple iPad tablet. For the past 5-6 years, CHCCS began using Chromebooks and iPads to replace Windows and Apple based computers for students. Apple iPads became (and are presently) the standard student device for grades K-2 (although some 2nd grade schools also use Chromebooks). For Grades 3-12, CHCCS standardized on Chromebooks for students. This was done not only because these devices are significantly less expensive and much easier to manage (than Windows and Apple OS devices), but also the introduction of Chromebooks coincided with the adoption of the Google G-Suite for Education platform at CHCCS. The District purchased Chromebooks in a staged approach, replacing Windows/Apple OS based devices first at the high schools, then middle schools, and eventually the Grade 3-5 ES school classrooms. In 2018-19, through several years of incremental purchasing of Lenovo model Chromebooks (1le, N21, N22, N23, 100e), the District achieved a 1:1 student to device ratio for Grades 3-12. However, these devices were used in a shared cart system for all grades. When needed, teachers scheduled the use of a cart. Students did not carry devices between classrooms and did not carry devices between classrooms and did not take them home.