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Meeting Date:
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1/24/2022 - 6:30 PM
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Category:
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New Business
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Type:
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Action
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Subject:
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2022 District Computer Rotation
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Board Goals:
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Enclosure
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File Attachment:
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Background & Rationale:
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In December 2021, the District released request for sealed bids for the annual computer rotation. CDWG returned the lowest bid.
However, some devices are able to be purchased at a lower cost utilizing our bid awarded in 2021, which is good through March 2022. In addition, the adapters and docks can be purchased at a lower price through the open market (such as Amazon). We are currently researching the best place to purchase quantity and ensure supply. Therefore, a not to exceed price (price quoted by CDWG) is included in this bid.
You will see several bid documents to help delineate this purchase: items purchased using the FY21 bid that is good through March of 2022, items purchased off of the new FY22 bid document (including those that will be purchased from open market), and items that were bid and awarded/accepted, but will be used for later purchase (these will have a 0 qty for purchase on the bid summary). This process helps us to ensure best pricing throughout the current and following school year.
For this current purchase, we are purchasing:
- From the current (new) bid: 730 teacher devices, 730 docks for teacher devices, 100 video adapters for staff devices, 750 freshman devices and 234 staff devices of varying models
- From the FY21 bid: 1211 elementary/middle school student Chromebooks, and 100 touch screen Chromebooks for various purposes
In addition, this year we were able to apply for Emergency Connectivity Funds through the FCC. This one-time eRate program allows for up to $400 back per approved device. If a device cost is under $400, the district will receive full reimbursement. However, these devices will only be funded if the district collects the necessary documentation to prove that they were distributed to students or staff who would not otherwise have a device at home for remote work. We were awarded funding for up 1211 student Chromebooks, 100 touch Chromebooks, 275 freshman devices and 520 staff/teacher laptops. We will not know the exact funding amount until we distribute devices next year and collect the necessary documentation. In addition, this funding is only guaranteed if the equipment is received prior to June 30, 2022. With current supply chain issues, there is a chance we would not receive the devices in time. Therefore, this amount is not being considered for budgetary reasons, but is included in a separate worksheet for your information. If shipment is not received by the June 30, 2022 deadline, the quantity of the student Chromebooks will be reduced.
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Budget to be Charged:
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Technology
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Motion:
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I move that the Board award the 2022 computer rotation bid to CDWG and approve the purchase of equipment as presented for a total of $1,716,781.00.
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Approvals:
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Recommended By:
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Signed By:
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Melissa Tebbenkamp - Director of Instructional Technology
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Signed By:
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Dr. Steve Shelton - Associate Superintendent of Operations
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Signed By:
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Dr. Allan Markley - Superintendent
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