HomeMy WebLinkAboutAgenda - 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 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2020-24 to replace outdated and out of warranty equipment using a sustainable and predictable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.
2
Beginning in the 2019-20 school year (August 2019), the District shifted to a 1:1 Device Take-
Home program for Grades 6-12 (approximately 6,800 students). The CHCCS Board of
Education and administration decided in the spring of 2019 to use this current year as a "bridge"
while a formal Request for Proposals (RFP) with purchase and lease options was published for
bid (February 17, 2020). The RFP deadline was March 2, 2020, and sealed bids were opened
the following day. Seven (7) bids were received from the following vendors:
1. Applied Technologies
2. Virtucom
3. Trinity3
4. Insight
5. NWN Corp.
6. Howard Technologies
7. CDW-G
The RFP bid included hardware specifications for 7,650 Chromebooks for Grade 6-12 students
(estimated middle and high school enrollment for 2020, plus 10% for spares).
*Note: At this time the District will continue the shared cart system for Grades 3-5
(Chromebooks).
Vendors were asked to provide purchase and lease pricing for (3) hardware options (with varied
specifications) to provide flexibility based upon instructional need(s), cost/value,
service/warranty, accessories (EMR pens, ruggedized cases) and other factors. All proposals
were required to provide full purchase cost and 4 year leasing option(s) pricing for each
hardware option specified in the RFP.
The lease agreement will allow the District to replace/retire approximately 7,000 5-6 year old out
of warranty devices that are currently being used by Grades 6-12 students. These devices will
soon become end of life for Google Chrome OS updates, hindering or making unusable many
instructional applications that our faculty utilize in the Google application eco-systems.
The new devices are flip/touch Chromebooks with an on-board stylus and include a 4 year
accidental damage and theft warranty and ruggedized case. The successful proposal was
chosen from a rigorous decision analysis performed by a team of stakeholders (Information
Technology staff, Finance, Instructional Technology staff, and a classroom teacher) that
evaluated various brands/models using numerous "must-have" and weighted criteria. Bids that
did not meet all must have criteria were eliminated. The remaining proposals were evaluated
based upon the weighted criteria and cumulative scores were given based upon consensus
discussion.
FINANCIAL IMPACT: The financial impact to the County is $3,435,837.66 over the four (4) year
lease program during the Fiscal Years of 2020-21 through 2023-24, at annual installments of
$858,959.42. Article 46 Sales Tax proceeds will be used to cover the required annual lease
payments, and are included in the Chapel Hill-Carrboro City Schools Technology Plan project
within the County's Capital Investment Plan.
SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated
with this item.
3
ENVIRONMENTAL IMPACT: There are no Orange County Environmental Responsibility Goal
impacts associated with this item.
RECOMMENDATION(S): The Manager recommends the Board adopt the resolution approving
the lease agreement and authorize the Chair to sign the resolution regarding the agreement
between Chapel Hill-Carrboro City Schools and Trinity3 Technology.
4
RES-2020-028 Attachment 1
RESOLUTION
ORANGE COUNTY BOARD OF COMMISSIONERS
ORANGE COUNTY, NORTH CAROLINA
WHEREAS, the Chapel Hill-Carrboro Board of Education wishes to enter into a continuing
contract for capital outlay with Trinity Holdings, LLC pursuant to N.C. Gen. Stat. § 115C-528 for
the purchase of certain computer hardware, software, and related equipment to be used for public
school purposes; and
WHEREAS, the contract will require the Board of Education to pay Trinity Holdings, LLC
up to $3,435,837.66 over the 2020-21, 2121-22, 2022-23, and 2023-24 fiscal years; and
WHEREAS, the Board of Education will pay Trinity Holdings, LLC in approximate
installments of $858,959.42 in the 2020-21 fiscal year, $858,959.42 in the 2021-22 fiscal year,
$858,959.42 in the 2022-23 fiscal year, and $858,959.42 in the 2023-24 fiscal year; and
WHEREAS, the contract may be a continuing contract for capital outlay subject to the
provisions of N.C. Gen. Stat. §§ 115C-441(cl) and 115C-528, including the approval of the Orange
County Board of Commissioners.
NOW, THEREFORE, BE IT HEREBY RESOLVED, that the Orange County Board of
Commissioners agrees to appropriate sufficient funds to the Chapel Hill-Carrboro Board of
Education in ensuing fiscal years to meet the Trinity Holdings, LLC contract obligations so long as
the amount the Board of Education shall be obligated to pay under that contract shall be generally
equal to the amounts noted above. Said funds shall be a part of, and not in addition to, regular
appropriations made to the Board of Education. Said funds obligated by this contract for fiscal
years 2020-21, 2021-22, 2022-23, and 2023-24 shall be budgeted by the Board of Education for this
purpose, and the Orange County Board of Commissioners shall not be obligated to increase its
annual appropriation to the Chapel Hill-Carrboro Board of Education by the amount due under the
contract.
Adopted and resolved, this the th day of , 2020 by the Orange County Board
of Commissioners.
Penny Rich, Chair
Orange County Board of Commissioners
Donna Baker
Clerk to the Board