HomeMy WebLinkAboutAgenda - 07-14-20; 3 - Resolution Regarding a Financing Agreement between Orange County Schools and J.P. Morgan to Provide Computers for Students 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: July 14, 2020
Action Agenda
Item No. 3
SUBJECT: Resolution Regarding a Financing Agreement between Orange County
Schools and J.P. Morgan to Provide Computers for Students
DEPARTMENT: Finance and Administrative Services
ATTACHMENT(S): INFORMATION CONTACT:
Attachment A. Resolution Paul Laughton, (919) 245-2152
Gary Donaldson, (919) 245-2453
Todd Jones, (919) 245-4100
PURPOSE: To adopt a resolution approving a financing agreement between Orange County
Schools (OCS) and J.P. Morgan for the purchase of computers for students for FY 2020-24 to
replace outdated and out of warranty equipment using a sustainable and predictable funding
model.
BACKGROUND: In 2012, OCS embarked on a 1:1 computer initiative, providing individually
assigned laptops to each student in grades 3-12. Teachers were also assigned laptops to
complement the District's instructional approach to include digital access. Teachers,
administrators, instructional support staff, and most central office employees use a Windows
laptop or desktop.
In 2016, OCS refreshed its hardware used in the 1:1 program. Students from grades 3-12 were
assigned individual Chromebooks and each classroom in grades K-2 was provided a cart of
iPads. There were significant improvements provided by the 2016 refresh, including better
performance, better security and greater ease of device management.
The end of reasonable life for the devices purchased in 2016 has arrived. These devices have
served students and staff well, but increasing hardware failure rates, the concomitant expiration
of the warranty coverage and general expectations for device longevity have the District in need
of device replacement for students and staff.
With the unexpected coronavirus crisis and its significant impacts on instruction and operations,
the District is more reliant than ever on reliable and portable technology for students and staff.
Consequently, the need to ensure individually assigned technology is available to ALL students,
including K-2, is acute. Similarly, staff reliance on portable technology to ensure remote work is
efficient and effective has been increased significantly in this crisis.
Working closely with the District's legal counsel, the District's Information Technology staff
developed a Request for Proposals (RFP) to solicit bids in accordance with State and District
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purchasing requirements. The RFP sought bids on 8,000 Chromebooks for students in grades
1-12, including loaner equipment and 1,000 Windows laptops for all staff assigned computers to
perform their work. Kindergartners will use repurposed iPads the District already has. The RFP
also required accidental damage coverage to ensure the equipment would be continuously
maintained for the next four years.
Three vendors responded to the RFP. The evaluation criteria listed in the RFP were used to
determine the best responsive bid. Based on the evaluation criteria, the District's Information
Technology staff recommended CDW-G as the vendor to receive the award. While the price
difference between the two lowest bidders is slight, the staff device being proposed by the
lowest bidder is nearly a half a pound heavier than the device proposed by CDW-G. In the
evaluation, teachers unanimously indicated that weight was a significant factor for them,
particularly if they were to use these devices in tablet mode while roaming the classroom.
During the Orange County Board of Education's June 22, 2020 Work Session, the Board
unanimously approved the selection of CDW-G as the vendor, as well as approving J.P. Morgan
as the financing institution for the purchase.
SOCIAL JUSTICE IMPACT: The provision of computers for all students in OCS will help
address inequities among students' and families' access to digital resources.
ENVIRONMENTAL IMPACT: There are no Orange County Environmental Responsibility Goal
impacts associated with this item.
FINANCIAL IMPACT: The total purchase cost is $4,516,816.75. The district is utilizing
currently available funds of $1,516,816.75 from its Article 46 Sales Tax Technology project and
School Capital Technology project towards the purchase. This leaves a balance of $3,000,000,
which will be installment financed with J.P. Morgan over a four (4) year period, with annual
installment payments of $771,116.94 over the fiscal years of 2020-21 through 2023-24.
Article 46 Sales Tax proceeds will be used to cover the required annual installment payments of
$771,116.94, and are included in the Orange County Schools Technology Plan project within
the County's Capital Investment Plan.
RECOMMENDATION(S): The Manager recommends the Board adopt the resolution approving
the financing agreement and authorize the Chair to sign the resolution regarding the agreement
between Orange County Schools and J.P. Morgan for financing.
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RES-2020-042 Attachment A
RESOLUTION
ORANGE COUNTY BOARD OF COMMISSIONERS
ORANGE COUNTY, NORTH CAROLINA
WHEREAS, the Orange County Board of Education wishes to enter into a continuing
contract for financing with J.P. Morgan, 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 J.P. Morgan up to
$3,084,467.76 over the 2020-21, 2121-22, 2022-23, and 2023-24 fiscal years; and
WHEREAS, the Board of Education will pay J.P. Morgan in approximate installments of
$771,116.94 in the 2020-21 fiscal year, $771,116.94 in the 2021-22 fiscal year, $771,116.94 in the
2022-23 fiscal year, and $771,116.94 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 Orange County Board of Education in
ensuing fiscal years to meet the J.P. Morgan 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
Orange County 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