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2 <br /> Beginning in the 2019-20 school year (August 2019), the District shifted to a 1:1 Device Take- <br /> Home program for Grades 6-12 (approximately 6,800 students). The CHCCS Board of <br /> Education and administration decided in the spring of 2019 to use this current year as a "bridge" <br /> while a formal Request for Proposals (RFP) with purchase and lease options was published for <br /> bid (February 17, 2020). The RFP deadline was March 2, 2020, and sealed bids were opened <br /> the following day. Seven (7) bids were received from the following vendors: <br /> 1. Applied Technologies <br /> 2. Virtucom <br /> 3. Trinity3 <br /> 4. Insight <br /> 5. NWN Corp. <br /> 6. Howard Technologies <br /> 7. CDW-G <br /> The RFP bid included hardware specifications for 7,650 Chromebooks for Grade 6-12 students <br /> (estimated middle and high school enrollment for 2020, plus 10% for spares). <br /> *Note: At this time the District will continue the shared cart system for Grades 3-5 <br /> (Chromebooks). <br /> Vendors were asked to provide purchase and lease pricing for (3) hardware options (with varied <br /> specifications) to provide flexibility based upon instructional need(s), cost/value, <br /> service/warranty, accessories (EMR pens, ruggedized cases) and other factors. All proposals <br /> were required to provide full purchase cost and 4 year leasing option(s) pricing for each <br /> hardware option specified in the RFP. <br /> The lease agreement will allow the District to replace/retire approximately 7,000 5-6 year old out <br /> of warranty devices that are currently being used by Grades 6-12 students. These devices will <br /> soon become end of life for Google Chrome OS updates, hindering or making unusable many <br /> instructional applications that our faculty utilize in the Google application eco-systems. <br /> The new devices are flip/touch Chromebooks with an on-board stylus and include a 4 year <br /> accidental damage and theft warranty and ruggedized case. The successful proposal was <br /> chosen from a rigorous decision analysis performed by a team of stakeholders (Information <br /> Technology staff, Finance, Instructional Technology staff, and a classroom teacher) that <br /> evaluated various brands/models using numerous "must-have" and weighted criteria. Bids that <br /> did not meet all must have criteria were eliminated. The remaining proposals were evaluated <br /> based upon the weighted criteria and cumulative scores were given based upon consensus <br /> discussion. <br /> FINANCIAL IMPACT: The financial impact to the County is $3,435,837.66 over the four (4) year <br /> lease program during the Fiscal Years of 2020-21 through 2023-24, at annual installments of <br /> $858,959.42. Article 46 Sales Tax proceeds will be used to cover the required annual lease <br /> payments, and are included in the Chapel Hill-Carrboro City Schools Technology Plan project <br /> within the County's Capital Investment Plan. <br /> SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated <br /> with this item. <br />