SCS Digital AccessAdvisory CommitteeUpdate
6/1/2020
Committee Objectives& Outcomes
2
Primary Objective:
• Recommend to the Superintendent and the School Board a financially sustainable student digital access funding plan that is cost effective, but also provides immediate digital device and internet connectivity access to all students with an emphasis on literacy.
Primary Outcomes:
• Minimize the learning loss resulting from the current health crisis while permanently closing the digital divide and academic gaps that currently exist for Shelby County students by providing access to meaningful learning technology resources.
• Enhance local economic development, reduce crime and unemployment in the Shelby County community by improving literacy and creating a technologically-literate graduating workforce.
Committee Plan Change Recommendations Summary
3
• Purchase devices without LTE technology; use hotspots instead when needed.
• Provide hotspot internet subsidies to 15%-25% of total student population, based on survey results; eligibility criteria to be determined.
• Based on survey results, teachers to use existing devices less than 3 years; transfer resources to other site-based teacher supports.
• Limit the number of device type variations in order to minimize network security risks and facilitate easy and cost-effective maintenance.
Cost Estimates Initial Cost Annual Cost
Original 53,416,125 41,816,273
Plan Change Recommendations 37,047,603 24,213,814
Total Cost Reductions 16,368,522 17,602,459
Digital Device InitiativeHighlights
4
Student Devices & Connectivity
$18.2m
TeacherSupports
$4.1m
InitialConfigurations
$7.1m
IT Supports
$2.9m
Other
$4.7m• 95,000 student devices
• Pk-2nd – Tablets
• 3rd -12th – Laptops
• Insurance – 2 free repair/replacements
• Hotspots & Internet Access – 25% Needs Based
• Rugged Case
• PD Financial Incentives
• Lead Teacher Stipends – 2 per school
• Student Ambassadors Cert. – 2 per school
• Instructional Support Staff – 1 per zone
• Endpoint Security
• Computrace SFW
• Content Filtering
• Hotspot Device Mgmt SFW
• Add’l IT Techs
• Infrastructure and Network Enhancements
• LMS platform licenses
• Add’l Academic Support Staff
• 10%-15% Replacement Devices
• Misc. Other Supplies
• 3% Contingency
• 0% Financing Option
• Delivery Early Fall
Note: Charter Interest Survey may yield add’l device purchases (up to approx. 17,500)
Digital Device Initiative Budget
5
33%
16%11%
19%
8%
6%7%
YEAR 1 - $37,047,603Student Devices Student Connectivity
Teacher Supports Initial Configuration
IT Supports Lost/Stolen Replacements
Other
46%
17%
10%
11%
9%7%
ANNUAL - $24,213,814Student Devices Student ConnectivityTeacher Supports IT SupportsLost/Stolen Replacements Other
Funding Sources & Remaining Gap
6
Year 1 Cost Annual Cost
37,047,603 24,213,814
State Cares Act Funding Proposed Allocation (27,000,000)City of Memphis Funding (5,000,000)Charter School Portion of City Funding 777,624
Cares Act Pre-K Funding Available (928,000)
Remaining Funding Needs 4,897,227 24,213,814 *
*Represents less than $.69 cents per day cost per student & less than 1.73% of total SCS budget.*Will be addressed by FY22 through establishment of voluntary title I digital refresh program;reprioritization of current resources, cost savings (ie. Textbooks, copying expenses, calculator purchases)
Committee Vendor Recommendations
▰Submitted RFQ to approved state contractors for efficiency in procurement while ensuring competitive pricing.
▰4 Vendors (Microsoft, Lenovo, HP, Dell) responded
▰Delivery Requirements Early Fall
7
Important Note: All Vendors have signaled supply chain timeline major risk if board does not take action this week due to large orders from other districts expected to come online.
Digital Device Vendor Review
8
• Lease option availability• Basic configurations requirements• Additional product features• Ability to meet supply chain timeline• Warranty Coverage • User-Feedback Results• Other value Adds to the project• Support of local economy
Other Considerations Taken Into Account:
Microsoft Lenovo HP Dell List Price & Financing Options
Total Device Cost For All Grade Bands 46,553,865 47,880,795 42,137,455 51,226,249
Vendor Comparison Summary
Shelby County Schools Digital Device Access Initiative
Best and Lowest Quote Response Comparison*
*Pursuant to current state contract
Important Note: This quote request and related responses only apply to approved state contractors.
MicrosoftLenovoHPDell
List Price & Financing Options
PK-2nd9,621,71711,400,65511,744,50016,187,60028,300Pk-2
3rd-8th14,209,88222,260,01716,966,680.2522,025,96541,7953-8th
9th-12th14,495,93214,220,12313,426,27513,012,68424,6929th-12th
Total Device Cost For All Grade Bands38,327,53147,880,79542,137,45551,226,249
Device Per Unit Price - Pk-2$ 339.99$ 402.85$ 415.00572.00
Device Per Unit Price - 3rd - 8th$ 481.57$ 532.60$ 405.95527.00
Device Per Unit Price - 9th-12th$ 587.07$ 575.90$ 543.75527.00
Leasing Option AvailableYes (state amend req'd for 0%)Yes (state amend req'd for 0%)Lease cost not on quote; Information on lease cost pending (not on state contract).Yes, (not on state contract)
Warranty
Warranty Cost$ 81.59$ 129.75$ 74.5294.00
SCS Risk Mgmt Warranty Review SummaryAllows 2 device replacements; Allows replacement of power cords; Number of replacements on accessories not reflected.Protection for spills, unintended drops or bumps; Next business advanced exchange of devices; Does not cover accessories, power cords; Limited details on return/replace warranty.Limited information provided regarding return, replace, service warranty for accident damage.Limited warranty coverage, appears to be limited ot hardware; No warranty coverage for accident damage.
Basic Configuration to meet minimal requirements:
Basic Configuration Expectations:MeetExceedDoes Not MeetN/A
Limitations or additional features:
Value Adds Included
Project Management Supports
Deployment Supports
Device delivery with SCS asset tagging
Device delivery, setup, configuration in SCS school locations
Rugged Cases for Student devices
Teacher PD/Student Training Supports
Initial Log-In Support and Device Training for Teachers
Initial Log-In Support and Device Training for Students
In-depth Device Technical Training for IT Support Personnel
Technical Support Service – state the hours of support
Mobile Device Management Services- Device Tracking Supports
Infrastructure/Security Readiness (Security assessment, Governance, Security implementation best practices)
Security Information and Event management (SIEM)
Screen Protector
Digital Pen
Accessories included at no charge
IT Initial and On-going supports provided at no charge
USER FOCUS GROUP EXPERIENCE
Overall Experience Rating
Additional Comments:
SUPPLY CHAIN TIMELINE EXPECTATION
Able to Meet Early Fall Delivery of All Devices
Sheet3
MicrosoftLenovoHPDell
List Price & Financing Options
PK-2nd9,621,71711,400,65511,744,50016,187,600
3rd-8th14,209,88222,260,01716,966,68022,025,965
9th-12th14,495,93214,220,12313,426,27513,012,684
Total Device Cost For All Grade Bands38,327,53147,880,79542,137,45551,226,249
Other Considerations Taken Into Account:
Supply Chain Timeline
Scenerio RankingAction Earliest Order DateFirst Shipment Based on Expected Supply Chain TimelineNotesVendors Impacted
1Letter of Intent?
2aCPO Expedited Amendment ApprovalJune 5thJuly 15th Training; Aug. 3rd ShipmentAmend - 4yr lease, Resale Support, Contract Survivability Clause, Lease vs Rental languageLenovo; Microsoft
2bLenovo Existing Rental AgreementJune 5thJuly 15th Training; Aug. 3rd ShipmentAmend - 4yr lease, Resale Support, Contract Survivability Clause, Lease vs Rental languageLenovo
2cMicrosoft (Whiteglove Compromise)June 5thJuly 15th Training; Aug. 3rd ShipmentMicrosoft/LiftForward to agree to no additional T&CMicrosoft
3Execute 2a or 2b with Termination/New Amendment Waiver AgreementJune 5thJuly 15th Training; Aug. 3rd ShipmentLenovo/Microsoft
4CPO Amendment Approval June 15thMedium Risk of Supply Chain ChallengesLenovo; Microsoft
5Establish New Leasing AgreementsAugust 1stHigh Risk of Supply Chain ChallengesDell; HP
Pre-K - 2nd
Shelby County Schools Digital Device Access Initiative
Best and Lowest Quote Response Comparison*
*Pursuant to current state contract
Important Note: This quote request and related responses only apply to approved state contractors.
Le
PRE-K - 2ND GRADE TABLETS
MicrosoftLenovoHPDell
List Price & Financing OptionsSurface Go P4/64300Ex360 113310touch
Device Per Unit Price$ 339.99$ 402.85$ 415.00$ 478.00
Warranty Cost$ 81.59$ 129.75$ 74.52$ 94.00
$ 421.58$ 532.60$ 489.52$ 572.00
Leasing Option AvailableYes (state amend req'd for 0%)Yes (state amend req'd for 0%)Lease cost not on quote; Information on lease cost pending (not on state contract).Yes, (not on state contract)
Discount Towards Value-Add Deployment Cost$ (7.37)
Warranty
Warranty Cost$ 81.59$ 129.75$ 74.52$ 94.00
Warranty Summary (ie. Number of free replacements)
Basic Configuration to meet minimal requirements:
SCREEN SIZE: Screen size to state test requirement.MeetExceedDoes Not MeetN/A
WEIGHT :Device perform fast enough to run multiple applications and processes at the same time
SCREEN QUALITY: Screen quality at least 1920x1080-pixel resolution. Touch Screen preferred.
KEYBOARD QUALITY:Keyboard rugged enough to handle student use.
HARD DRIVEMinimum 64GB
CPU: Processor at least i3 equivalent capability.
RAM: RAM at least 4 GB
BATTERY LIFE: Minimum 10 hours of battery life
PORTS: Device have at least external ports.
FACE RECOGNITION/FINGERPRINT READER & TPM: Device have a fingerprint reader/face recognition.
CAMERA/MIC/VIDEO CARDCamera that support minimum 720p; 1080p dual camera preferred
WIFI/BLUETOOTHIEEE 802.11 g minimum
BUILD QUALITY: Device rugged and spill resistant.
BUILD QUALITY: Device rugged and spill resistant.
Value Adds Included
Project ManagementProject planning and management support from procurement, delivery, install and distribution of devices
DeploymentAutopilot deployment- Device delivery with operating system imaging pre-installed
DeploymentDevice delivery with SCS asset tagging
DeploymentDevice delivery, setup, configuration in SCS school locations
AccessoryRugged Cases for Student devices
On-going SupportAnnual Device Refresh Support
DeploymentInitial Log-In Support and Device Training for Teachers
DeploymentInitial Log-In Support and Device Training for Students
DeploymentIn-depth Device Technical Training for IT Support Personnel
On-going SupportTechnical Support Service – state the hours of support
DeploymentMobile Device Management Services- Device Tracking Supports
On-going SupportInfrastructure/Security Readiness (Security assessment, Governance, Security implementation best practices)
On-going SupportSecurity Information and Event management (SIEM)
AccessoryScreen Protector
AccessoryDigital Pen
AccessoryKeyboard Spill/Guard Protection
Value Adds Included
SCREEN SIZE: Is the screen large enough to minimize eye strain?
DISPLAY QUALITY: Is screen clear and bright?
KEYBOARD QUALITY:Are you able to easily type on the keyboard?
PERFORMANCE/SPEED: Does the device perform fast enough to run multiple applications and processes at the same time?
BATTERY LIFE: Does a full battery charge last at least 10hrs?
USER EXPERIENCE: Is device easy to learn and understand? Easy to learn, fingerprint or face recognition
WEIGHT: Do you think the device is lightweight and easy to carry for all age groups?
DURABILITY:Is the device protective case durable?
DIGITAL INK CAPABILITY:Can you easily use the device pen?
CAMERA /MIC CAPABILITYEase of use
TABLET/LAPTOP CONVERSION:Can you easily convert the tablet to a laptop?
WEB ACCESS:Can you access the web with ease?
ACCESSIBILITY TOOLS (RECOMMENDED FOR SPED USERS):Can you access the following accessibility tools: read aloud, font sizes, translation, dictation?
3rd - 12th
Shelby County Schools Digital Device Access Initiative
Best and Lowest Quote Response Comparison*
*Pursuant to current state contract
Important Note: This quote request and related responses only apply to approved state contractors.
3rd - 12th GRADE LAPTOPS
MicrosoftMicrosoftLenovoLenovoHPHPDell
List Price & Financing OptionsSurface Go P4/64Surface Go P8/128300E11EChromebook 8/64Probook 4303310non
Device Per Unit Price$ 399.98$ 505.48$ 402.85$ 454.81$ 356.27$ 494.07$ 433.00
Warranty Cost$ 81.59$ 81.59$ 129.75$ 121.09$ 49.68$ 49.68$ 94.00
$ 481.57$ 587.07$ 532.60$ 575.90$ 405.95$ 543.75$ 527.00
Leasing Option AvailableYes (state amend req'd for 0%)Yes (state amend req'd for 0%)Yes (state amend req'd for 0%)Yes (state amend req'd for 0%)Lease cost not represented in proposal; However, leasing option available. Information on lease cost pending (not on state contract).Lease cost not represented in proposal; However, leasing option available. Information on lease cost pending (not on state contract).Yes (but, not on state contract)
Warranty
Warranty Cost$ 81.59$ 81.59$ 129.75$ 121.09$ 49.68$ 49.68$ 94.00
Warranty Summary (ie. Number of free replacements)
Basic Configuration to meet minimal requirements:
SCREEN SIZE: Screen size to state test requirement.MeetExceedN/A
WEIGHT :Device perform fast enough to run multiple applications and processes at the same time
SCREEN QUALITY: Screen quality at least 1920x1080-pixel resolution. Touch Screen preferred.
KEYBOARD QUALITY:Keyboard rugged enough to handle student use.
HARD DRIVEMinimum 64GB
CPU: Processor at least i3 equivalent capability.
RAM: RAM at least 4 GB
BATTERY LIFE: Minimum 10 hours of battery life
PORTS: Device have at least external ports.
FACE RECOGNITION/FINGERPRINT READER & TPM: Device have a fingerprint reader/face recognition.
CAMERA/MIC/VIDEO CARDCamera that support minimum 720p; 1080p dual camera preferred
WIFI/BLUETOOTHIEEE 802.11 g minimum
BUILD QUALITY: Device rugged and spill resistant.
BUILD QUALITY: Device rugged and spill resistant.
Value Adds Included
Project ManagementProject planning and management support from procurement, delivery, install and distribution of devices
DeploymentAutopilot deployment- Device delivery with operating system imaging pre-installed
DeploymentDevice delivery with SCS asset tagging
DeploymentDevice delivery, setup, configuration in SCS school locations
AccessoryRugged Cases for Student devices
On-going SupportAnnual Device Refresh Support
DeploymentInitial Log-In Support and Device Training for Teachers
DeploymentInitial Log-In Support and Device Training for Students
DeploymentIn-depth Device Technical Training for IT Support Personnel
On-going SupportTechnical Support Service – state the hours of support
DeploymentMobile Device Management Services- Device Tracking Supports
On-going SupportInfrastructure/Security Readiness (Security assessment, Governance, Security implementation best practices)
On-going SupportSecurity Information and Event management (SIEM)
AccessoryScreen Protector
AccessoryDigital Pen
AccessoryKeyboard Spill/Guard Protection
Value Adds Included
SCREEN SIZE: Is the screen large enough to minimize eye strain?
DISPLAY QUALITY: Is screen clear and bright?
KEYBOARD QUALITY:Are you able to easily type on the keyboard?
PERFORMANCE/SPEED: Does the device perform fast enough to run multiple applications and processes at the same time?
BATTERY LIFE: Does a full battery charge last at least 10hrs?
USER EXPERIENCE: Is device easy to learn and understand? Easy to learn, fingerprint or face recognition
WEIGHT: Do you think the device is lightweight and easy to carry for all age groups?
DURABILITY:Is the device protective case durable?
DIGITAL INK CAPABILITY:Can you easily use the device pen?
CAMERA /MIC CAPABILITYEase of use
TABLET/LAPTOP CONVERSION:Can you easily convert the tablet to a laptop?
WEB ACCESS:Can you access the web with ease?
ACCESSIBILITY TOOLS (RECOMMENDED FOR SPED USERS):Can you access the following accessibility tools: read aloud, font sizes, translation, dictation?
Sheet2
Vendor Comparison Summary
Shelby County Schools Digital Device Access Initiative
Best and Lowest Quote Response Comparison*
*Pursuant to current state contract
Important Note: This quote request and related responses only apply to approved state contractors.
MicrosoftLenovoHPDell
List Price & Financing Options
PK-2nd11,930,71411,400,65511,744,50016,187,60028,300Pk-2
3rd-8th20,127,21822,260,01716,966,680.2522,025,96541,7953-8th
9th-12th14,495,93214,220,12313,426,27513,012,68424,6929th-12th
Total Device Cost For All Grade Bands46,553,86547,880,79542,137,45551,226,249
Device Per Unit Price - Pk-2$ 421.58$ 402.85$ 415.00572.00
Device Per Unit Price - 3rd - 8th$ 481.57$ 532.60$ 405.95527.00
Device Per Unit Price - 9th-12th$ 587.07$ 575.90$ 543.75527.00
Leasing Option AvailableYes (state amend req'd for 0%)Yes (state amend req'd for 0%)Lease cost not on quote; Information on lease cost pending (not on state contract).Yes, (not on state contract)
Warranty
Warranty Cost$ 81.59$ 129.75$ 74.5294.00
SCS Risk Mgmt Warranty Review SummaryAllows 2 device replacements; Allows replacement of power cords; Number of replacements on accessories not reflected.Protection for spills, unintended drops or bumps; Next business advanced exchange of devices; Does not cover accessories, power cords; Limited details on return/replace warranty.Limited information provided regarding return, replace, service warranty for accident damage.Limited warranty coverage, appears to be limited ot hardware; No warranty coverage for accident damage.
Basic Configuration to meet minimal requirements:
Basic Configuration Expectations:MeetExceedDoes Not MeetN/A
Limitations or additional features:
Value Adds Included
Project Management Supports
Deployment Supports
Device delivery with SCS asset tagging
Device delivery, setup, configuration in SCS school locations
Rugged Cases for Student devices
Teacher PD/Student Training Supports
Initial Log-In Support and Device Training for Teachers
Initial Log-In Support and Device Training for Students
In-depth Device Technical Training for IT Support Personnel
Technical Support Service – state the hours of support
Mobile Device Management Services- Device Tracking Supports
Infrastructure/Security Readiness (Security assessment, Governance, Security implementation best practices)
Security Information and Event management (SIEM)
Screen Protector
Digital Pen
Accessories included at no charge
IT Initial and On-going supports provided at no charge
USER FOCUS GROUP EXPERIENCE
Overall Experience Rating
Additional Comments:
SUPPLY CHAIN TIMELINE EXPECTATION
Able to Meet Early Fall Delivery of All Devices
Sheet3
MicrosoftLenovoHPDell
List Price & Financing Options
PK-2nd9,621,71711,400,65511,744,50016,187,600
3rd-8th14,209,88222,260,01716,966,68022,025,965
9th-12th14,495,93214,220,12313,426,27513,012,684
Total Device Cost For All Grade Bands38,327,53147,880,79542,137,45551,226,249
Other Considerations Taken Into Account:
Supply Chain Timeline
Scenerio RankingAction Earliest Order DateFirst Shipment Based on Expected Supply Chain TimelineNotesVendors Impacted
1Letter of Intent?
2aCPO Expedited Amendment ApprovalJune 5thJuly 15th Training; Aug. 3rd ShipmentAmend - 4yr lease, Resale Support, Contract Survivability Clause, Lease vs Rental languageLenovo; Microsoft
2bLenovo Existing Rental AgreementJune 5thJuly 15th Training; Aug. 3rd ShipmentAmend - 4yr lease, Resale Support, Contract Survivability Clause, Lease vs Rental languageLenovo
2cMicrosoft (Whiteglove Compromise)June 5thJuly 15th Training; Aug. 3rd ShipmentMicrosoft/LiftForward to agree to no additional T&CMicrosoft
3Execute 2a or 2b with Termination/New Amendment Waiver AgreementJune 5thJuly 15th Training; Aug. 3rd ShipmentLenovo/Microsoft
4CPO Amendment Approval June 15thMedium Risk of Supply Chain ChallengesLenovo; Microsoft
5Establish New Leasing AgreementsAugust 1stHigh Risk of Supply Chain ChallengesDell; HP
Pre-K - 2nd
Shelby County Schools Digital Device Access Initiative
Best and Lowest Quote Response Comparison*
*Pursuant to current state contract
Important Note: This quote request and related responses only apply to approved state contractors.
Le
PRE-K - 2ND GRADE TABLETS
MicrosoftLenovoHPDell
List Price & Financing OptionsSurface Go P4/64300Ex360 113310touch
Device Per Unit Price$ 339.99$ 402.85$ 415.00$ 478.00
Warranty Cost$ 81.59$ 129.75$ 74.52$ 94.00
$ 421.58$ 532.60$ 489.52$ 572.00
Leasing Option AvailableYes (state amend req'd for 0%)Yes (state amend req'd for 0%)Lease cost not on quote; Information on lease cost pending (not on state contract).Yes, (not on state contract)
Discount Towards Value-Add Deployment Cost$ (7.37)
Warranty
Warranty Cost$ 81.59$ 129.75$ 74.52$ 94.00
Warranty Summary (ie. Number of free replacements)
Basic Configuration to meet minimal requirements:
SCREEN SIZE: Screen size to state test requirement.MeetExceedDoes Not MeetN/A
WEIGHT :Device perform fast enough to run multiple applications and processes at the same time
SCREEN QUALITY: Screen quality at least 1920x1080-pixel resolution. Touch Screen preferred.
KEYBOARD QUALITY:Keyboard rugged enough to handle student use.
HARD DRIVEMinimum 64GB
CPU: Processor at least i3 equivalent capability.
RAM: RAM at least 4 GB
BATTERY LIFE: Minimum 10 hours of battery life
PORTS: Device have at least external ports.
FACE RECOGNITION/FINGERPRINT READER & TPM: Device have a fingerprint reader/face recognition.
CAMERA/MIC/VIDEO CARDCamera that support minimum 720p; 1080p dual camera preferred
WIFI/BLUETOOTHIEEE 802.11 g minimum
BUILD QUALITY: Device rugged and spill resistant.
BUILD QUALITY: Device rugged and spill resistant.
Value Adds Included
Project ManagementProject planning and management support from procurement, delivery, install and distribution of devices
DeploymentAutopilot deployment- Device delivery with operating system imaging pre-installed
DeploymentDevice delivery with SCS asset tagging
DeploymentDevice delivery, setup, configuration in SCS school locations
AccessoryRugged Cases for Student devices
On-going SupportAnnual Device Refresh Support
DeploymentInitial Log-In Support and Device Training for Teachers
DeploymentInitial Log-In Support and Device Training for Students
DeploymentIn-depth Device Technical Training for IT Support Personnel
On-going SupportTechnical Support Service – state the hours of support
DeploymentMobile Device Management Services- Device Tracking Supports
On-going SupportInfrastructure/Security Readiness (Security assessment, Governance, Security implementation best practices)
On-going SupportSecurity Information and Event management (SIEM)
AccessoryScreen Protector
AccessoryDigital Pen
AccessoryKeyboard Spill/Guard Protection
Value Adds Included
SCREEN SIZE: Is the screen large enough to minimize eye strain?
DISPLAY QUALITY: Is screen clear and bright?
KEYBOARD QUALITY:Are you able to easily type on the keyboard?
PERFORMANCE/SPEED: Does the device perform fast enough to run multiple applications and processes at the same time?
BATTERY LIFE: Does a full battery charge last at least 10hrs?
USER EXPERIENCE: Is device easy to learn and understand? Easy to learn, fingerprint or face recognition
WEIGHT: Do you think the device is lightweight and easy to carry for all age groups?
DURABILITY:Is the device protective case durable?
DIGITAL INK CAPABILITY:Can you easily use the device pen?
CAMERA /MIC CAPABILITYEase of use
TABLET/LAPTOP CONVERSION:Can you easily convert the tablet to a laptop?
WEB ACCESS:Can you access the web with ease?
ACCESSIBILITY TOOLS (RECOMMENDED FOR SPED USERS):Can you access the following accessibility tools: read aloud, font sizes, translation, dictation?
3rd - 12th
Shelby County Schools Digital Device Access Initiative
Best and Lowest Quote Response Comparison*
*Pursuant to current state contract
Important Note: This quote request and related responses only apply to approved state contractors.
3rd - 12th GRADE LAPTOPS
MicrosoftMicrosoftLenovoLenovoHPHPDell
List Price & Financing OptionsSurface Go P4/64Surface Go P8/128300E11EChromebook 8/64Probook 4303310non
Device Per Unit Price$ 399.98$ 505.48$ 402.85$ 454.81$ 356.27$ 494.07$ 433.00
Warranty Cost$ 81.59$ 81.59$ 129.75$ 121.09$ 49.68$ 49.68$ 94.00
$ 481.57$ 587.07$ 532.60$ 575.90$ 405.95$ 543.75$ 527.00
Leasing Option AvailableYes (state amend req'd for 0%)Yes (state amend req'd for 0%)Yes (state amend req'd for 0%)Yes (state amend req'd for 0%)Lease cost not represented in proposal; However, leasing option available. Information on lease cost pending (not on state contract).Lease cost not represented in proposal; However, leasing option available. Information on lease cost pending (not on state contract).Yes (but, not on state contract)
Warranty
Warranty Cost$ 81.59$ 81.59$ 129.75$ 121.09$ 49.68$ 49.68$ 94.00
Warranty Summary (ie. Number of free replacements)
Basic Configuration to meet minimal requirements:
SCREEN SIZE: Screen size to state test requirement.MeetExceedN/A
WEIGHT :Device perform fast enough to run multiple applications and processes at the same time
SCREEN QUALITY: Screen quality at least 1920x1080-pixel resolution. Touch Screen preferred.
KEYBOARD QUALITY:Keyboard rugged enough to handle student use.
HARD DRIVEMinimum 64GB
CPU: Processor at least i3 equivalent capability.
RAM: RAM at least 4 GB
BATTERY LIFE: Minimum 10 hours of battery life
PORTS: Device have at least external ports.
FACE RECOGNITION/FINGERPRINT READER & TPM: Device have a fingerprint reader/face recognition.
CAMERA/MIC/VIDEO CARDCamera that support minimum 720p; 1080p dual camera preferred
WIFI/BLUETOOTHIEEE 802.11 g minimum
BUILD QUALITY: Device rugged and spill resistant.
BUILD QUALITY: Device rugged and spill resistant.
Value Adds Included
Project ManagementProject planning and management support from procurement, delivery, install and distribution of devices
DeploymentAutopilot deployment- Device delivery with operating system imaging pre-installed
DeploymentDevice delivery with SCS asset tagging
DeploymentDevice delivery, setup, configuration in SCS school locations
AccessoryRugged Cases for Student devices
On-going SupportAnnual Device Refresh Support
DeploymentInitial Log-In Support and Device Training for Teachers
DeploymentInitial Log-In Support and Device Training for Students
DeploymentIn-depth Device Technical Training for IT Support Personnel
On-going SupportTechnical Support Service – state the hours of support
DeploymentMobile Device Management Services- Device Tracking Supports
On-going SupportInfrastructure/Security Readiness (Security assessment, Governance, Security implementation best practices)
On-going SupportSecurity Information and Event management (SIEM)
AccessoryScreen Protector
AccessoryDigital Pen
AccessoryKeyboard Spill/Guard Protection
Value Adds Included
SCREEN SIZE: Is the screen large enough to minimize eye strain?
DISPLAY QUALITY: Is screen clear and bright?
KEYBOARD QUALITY:Are you able to easily type on the keyboard?
PERFORMANCE/SPEED: Does the device perform fast enough to run multiple applications and processes at the same time?
BATTERY LIFE: Does a full battery charge last at least 10hrs?
USER EXPERIENCE: Is device easy to learn and understand? Easy to learn, fingerprint or face recognition
WEIGHT: Do you think the device is lightweight and easy to carry for all age groups?
DURABILITY:Is the device protective case durable?
DIGITAL INK CAPABILITY:Can you easily use the device pen?
CAMERA /MIC CAPABILITYEase of use
TABLET/LAPTOP CONVERSION:Can you easily convert the tablet to a laptop?
WEB ACCESS:Can you access the web with ease?
ACCESSIBILITY TOOLS (RECOMMENDED FOR SPED USERS):Can you access the following accessibility tools: read aloud, font sizes, translation, dictation?
Sheet2
Vendor Recommendation
9
• The Advisory Committee’s recommendation was to award 100% of device purchase to Microsoft because of the overall cost savings/value adds, consistency in device type across grade bands and plans to have some local participation in the deployment process.
• The Superintendent recommends modifying the Advisory Committee’s recommendation slightly by recommending 1) awarding Microsoft and HP certain grade bands as the two vendors are clearly the lowest cost provider in certain grade bands and has local/minority presence; 2) requesting that another vendor be sought to support the device deployment efforts and augment increased IT Tech support services needed.
• This modification achieves the following:
• Awards contracts to lowest bidder across all grade bands• Lowers the risk of supply chain delivery risk by awarding to only one vendor• Maintains a manageable number of variable device types within the district• Ensures local in an effort to support the Memphis and Shelby County Economy• Ensures Minority participation in an effort to support equity and equality in the community
Appendix
Virtual Learning Platform
Virtual Learning Model
12
Pre-COVID-19 EdTech Teacher Survey Data
Fall 2019
Virtual Learning Model
13
During SCS Telecommuting
Many of our teachers have gained knowledge and increased comfort levels around the following technical shifts:• Creating and utilizing interactive meetings in Microsoft Teams for classroom instruction• Creating virtual learning environments for students.
Teacher Trainings CompletedMarch 23, 2000 – May 8, 2000
Course Title Participants CompletedMicrosoft Teams for School Collaboration
4678
Accessing Student’s Microsoft Emails
1859
Classroom Instruction Part I 3061Classroom Instruction Part II 1055Total 10,653
Virtual Learning Model
14
Microsoft Teams Highlights
Microsoft Teams allows for teachers and students to…….• Interact digitally in shared Office 365 files • Interact through videoconferencing with recording capabilities• Create virtual classrooms• Post, provide personalized feedback, and evaluate assignments with due dates• Collaborate through digital binders• Integrate Discovery Education and other apps• Maintain two-way communication asynchronously• Increase transparency• Serve as communication vehicle for parents• Integrate with PowerSchool for grading and rostering
Virtual Learning Model
15
Professional Learning Timeline
SUMMER 2020 FALL 2020 SPRING 2021 FAMILY ENGAGEMENTVirtual Technology Conference:• Our Digital Transformation• What Does Standards-Aligned
Personalized Learning Look Like• Microsoft Teams for Classroom
Instruction Part II• Microsoft Teams Insights, Analytics,
and Discovery EdAdditional Summer Offerings:• Microsoft Teams for School
Collaboration• Microsoft Teams Assessing Student
Emails• Microsoft Teams for Classroom
Instruction Part I• Microsoft Teams Interactive
Strategies
Establishing Virtual Classrooms• Microsoft Teams and Social
Emotional Learning• Microsoft Teams and Student
Accessibility Want to build an inclusive classroom? Learning Tools is your superpower
• Microsoft Teams and Integrating Content/Curriculum
• High School: Preparing students to be college and career ready with Office 365
• Elementary: S’way Cool: Elevate student voice across the curriculum
• Protocols and Procedures for leveraging my device
• My device for my instructional
Tool Specific Trainings• Microsoft Stream• Microsoft Sway• Microsoft SharePoint• OneDrive for Collaboration• Microsoft Outlook and
Calendar Planner
Through Live Events• Supporting your child with
Microsoft Teams• Accessing Your Child's Progress
with Office 365 and Microsoft Teams
• Interacting with Your Child's Teacher with Microsoft Teams
• District Devices: An Introduction for Families
• What Comes Next? The 1:1 Digital Handbook
Virtual Learning Model
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Ensure Equity in Access to Strong Instruction Necessary Conditions Resources
1. Articulate a clear vision for challenging, standards aligned digital instruction.
2. Parental involvement and two-way communication for teachers and parents
3. Rostering for classes automatically and accurately provided 4. Consistency in network access for all stakeholders
5. Defined single pathway to accessing content and lessons
6. Integration of apps and rostering communicated effectively
7. Build teacher confidence in utilizing technology tools for classroom instruction to drive student learning in both virtual and in-person environments.
1. Devices and WiFi access for teachers and students
2. Guest access for parents
3. PowerSchool integration feature
4. Integration of new curriculum’s digital components in Teams
5. Teams/Clever Integration6. Cross-functional collaboration between EdTech, MicroSoft & IT
to confirm bandwidth to support increased internet usage and train the trainer customer success support
7. Dedicated project support team of 20 additional staff members to properly provide educators, students, and parents’ with a digital transformation process involving train the trainer, content development, teacher delivered professional development, technical integration, troubleshooting, and customized school
Virtual Learning Model
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What Will Success Look LikeFall 2020
ALL STAKEHOLDERS STUDENTS TEACHERS PARENTS
• Virtual orientation sessions for all parents, students and Teachers- Gear Up Day!
• All resources (devices, wifiaccess, curriculum, textbooks, calculators, etc.) provided and distributed before or during the week of In-service
• Network bandwidth capabilities tested district wide before first day of school
• Scheduling in place and communicated to all stakeholders – Virtual learning expectations
• Student expectations for virtual learning clearly communicated and in place
• Access to working, well-supported devices, and internet
• Trained on the use of the Teamsplatform
• Provided with all learning materials (textbooks, calculators, etc.
• Virtual Technology Summer Camps for Students
• Teachers will be well-trained and practiced in 8 Teams learning modalities
• Curriculum/materials will be in place for teachers to easily embed content into the chosen platform(s)
• Clear and consistent across the district expectations on daily/weekly/quarter deliverables
• Rostered classes in place for interaction with students
• Access to training, support materials, and phone/email
• Parent communication available via live events on the Teams platform
• Support (phone and email) on Teams to assist in supporting students
• Understanding of scheduling, communication, and expectations for their students – What will each day/week look like?
Virtual Learning Model
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Next Steps
Virtual Meetings with Microsoft School Districts
(Best Practices and Lessons Learned)
Miami-Dade (Completed)
Houston Independent School District
Wichita Independent School District
Omaha School District
Virtual Learning Platform Hybrid Approach
Virtual Learning Model
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LMS Capabilities and Functionality
Features Microsoft Teams Canvas
Meetings Host online meetings—1:1, teams, live events up to 10,000 people—with consistent experiences across platforms. Get a secure meetings experience with high-quality audio, video, meeting notes, file sharing, and screen sharing.
Ability to have Live Office Hours using Teams as the platform- will have to go out to Teams but link is embedded into Canvas discussions/pages
Apps and Personalization Integrate apps the district is usingBring the apps and services into Teams to create your organization’s hub for teamwork. Personalize Teams with education and organization tools.
Integrate the apps the district is using into a course
Collaboration Co-author files and share resources with built-in Office 365 apps within a Team and across the district.
Groups can be defined to provide small group interaction within a course with less flexibility than in the Microsoft ecosystem.
Communication Stay connected with persistent chat, channel conversations, and meetings both synchronous and asynchronous components.
Communication is asynchronous with synchronous less accessible
Learning Processes Self-paced, but not controlled sequenced Self-paced container- can set parameters to control students’ viewing and submission options
Assignments and Post and evaluate assignments with due dates and PowerSchool integration Post and evaluate assignments with due dates
Virtual Learning Model
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Professional Learning Hybrid Approach
SPRING 2021 SUMMER 2021 FALL 2022
Growing with Canvas Part One:
• Introducing Canvas• Content/Curriculum Connection• Communication• Assignments and Grades• Navigation• Notifications• Reference Sources• Open Lab Opportunities
Growing with Canvas Part Two:
• Canvas Gradebook• Export scores• SpeedGrader Overview• Student Feedback• Pass Back (with PowerSchool)• Grade Sheet• Settings• View•
Growing with Canvas Part Three:
• Managing Courses in Canvas• Course Settings and weights• Groups/Collaboration• Copying/Sharing Content within SCS• Course Analytics
Student Access toTechnology Survey
Results as of May 6, 2020
Context
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• The responses represent the number of students that teachers were able to connect via phone calls or emails.
• Teachers submitted logs for students they were unable to reach to the building principals. This information will be used to update demographic data during registration.
• Elementary – 32,064• K-8 and Middle Schools- 13,347• High Schools- 15,230• Total Responses – 60,641
Questions #13 - “Does the student in your home have access to technology? (Ex. Desktop, laptop, tablet, iPad, etc.)**other may indicate the use of cell phoneQuestion #14 – “Does the student in your home have Internet access to online learning?
Districtwide– Responses 60,641
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Yes79%
No17%
Other4%
STUDENTS HAVE ACCESS TO TECHNOLOGYYes No Other
Yes85%
No13%
Other2%
STUDENTS HAVE INTERNET ACCESS FOR ONLINE LEARNINGYes No Other
Elementary Schools – Responses 32,064
25
78%
19%
4%
83%
15%
1%
Elementary Schools – Responses 32,064
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K-8 and Middle Schools – Responses 13,347
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80%
16%
4%
87%
12%
1%
K-8 and Middle Schools – Responses 13,347
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High Schools – Responses 15,230
29
83%
13%
5%
89%
9%
2%
High Schools – Responses 15,230
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Teacher Access toTechnology Survey
Results as of May 7, 2020
Teacher Responses - 4,133
32
Yes – 96%
Teacher Responses - 4,133
33
Yes – 96%
Teacher Responses - 4,133
34
Yes – 89%
SCS Digital Access�Advisory Committee�UpdateCommittee Objectives� & OutcomesCommittee Plan Change Recommendations SummaryDigital Device Initiative�Highlights Digital Device Initiative BudgetFunding Sources & Remaining GapCommittee Vendor RecommendationsDigital Device Vendor ReviewVendor RecommendationAppendixVirtual Learning PlatformVirtual Learning ModelVirtual Learning ModelVirtual Learning ModelVirtual Learning ModelVirtual Learning ModelVirtual Learning ModelVirtual Learning ModelVirtual Learning Platform Hybrid Approach �Virtual Learning ModelVirtual Learning ModelStudent Access to�Technology Survey�Results as of May 6, 2020ContextDistrictwide– Responses 60,641Elementary Schools – Responses 32,064 Elementary Schools – Responses 32,064 K-8 and Middle Schools – Responses 13,347K-8 and Middle Schools – Responses 13,347High Schools – Responses 15,230 High Schools – Responses 15,230 Teacher Access to�Technology Survey�Results as of May 7, 2020Teacher Responses - 4,133Teacher Responses - 4,133Teacher Responses - 4,133
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