COMPUTER EQUIPMENT REFRESH PROJECT FOR ELEMENTARY SCHOOLS

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1 PUBLIC REPORT TO STUDENT ACHIEVEMENT AND WELL BEING, CATHOLIC EDUCATION AND HUMAN RESOURCES COMMITTEE COMPUTER EQUIPMENT REFRESH PROJECT FOR ELEMENTARY SCHOOLS The Lord is not slow to fulfil his promise as some count slowness, but is patient toward you, not wishing that any should perish, but that all should reach repentance. 2 Peter 3:9 Created, Draft First Tabling Review April 28, 2014 May 8, 2014 Click here to enter a date. J. Di Fonzo, Senior Coordinator, Technical Services M. Farrell, Coordinator, Materials Management P. De Cock, Comptroller, Business Services L. DiMarco, Superintendent of 21 st Century Learning RECOMMENDATION REPORT Vision: At Toronto Catholic we transform the world through witness, faith, innovation and action. Mission: The Toronto Catholic District School Board is an inclusive learning community rooted in the love of Christ. We educate students to grow in grace and knowledge and to lead lives of faith, hope and charity. G. Poole Associate Director of Academic Affairs A. Sangiorgio Associate Director of Planning and Facilities S. Pessione Associate Director of Business Services, Chief Financial Officer and Treasurer Angela Gauthier Director of Education Page 26 of 76

2 A. EXECUTIVE SUMMARY During the and school years, Netbook computers with Mobile carts were leased to fulfill the technology equipment requirements for the Technology Enabled Learning (TEL) project. That lease is ending as of June 30, Those Netbook computers are at the end of their useful life and will be returned to the lessor. For the new Computer Equipment Refresh project, an estimated total of 7,000 devices will be acquired; 3,500 ipad Mini tablets and 3,500 Windows 8.1 small laptop computers. Two separate 3-year lease agreements will be established for these new devices. The ipad Mini devices will be sourced direct from Apple Canada. An Invitation to Tender was issued to six prequalified leasing companies to establish a 3-year lease agreement for the ipad Mini devices. This report recommends approval of the low bidder meeting the tender specifications being Element Financial Corporation (Nexcap Finance Corporation) for an annual amount of $284, and an overall total of $852, exclusive of taxes for the 3-year term. This expenditure will be funded from the central ICT budgets for the term of the lease. As part of an RFP for the supply of desktop, laptop and tablet computers and Chromebooks issued jointly with the Toronto District School Board (TDSB), which is currently under evaluation, TCDSB included a specific requirement for a bulk order of a minimum of 3,000 Windows 8.1 small laptop computers. The three proposals received for the small laptop computers were evaluated by TCDSB staff. The recommendation is to award fulfillment of this bulk order to Metafore being the supplier with the lowest cost proposal meeting the specifications as outlined in the RFP. In order to have the equipment in place in the schools for the beginning of the new school year, this report recommends that the Director of Education be authorized to approve the final results of the joint RFP for devices with TDSB and the tender award for leasing the small laptop computers. A tender will be issued to the prequalified leasing companies to establish 3-year lease agreement for the Windows 8.1 small laptop computers. This expenditure will be funded from the central ICT budgets for the term of the lease. B. PURPOSE 1. The Elementary Schools will be receiving a refresh to the now 3 year old computer equipment originally distributed for the Technology Enabled Learning (TEL) project. The existing Netbook computers need to be collected, removed and returned to the leasing company within the established terms and conditions of the lease. The lease is ending as of June 30, 2014 therefore the old computers will be removed from the schools during June. 2. The Board s purchasing policy F.P.01 requires Board approval for contracts greater than $500,000. Page 27 of 76 Page 2 of 6

3 3. The schools cannot be without the replacement devices for very long when the new school year starts in September. Due to the project timelines for the collection of the old computers and roll-out of the new computers, this report recommends the Board delegate authority to the Director of Education to award the joint RFP and the tender award of the leasing contracts for the new devices. C. BACKGROUND 1. The Technology Enabled Learning (TEL) project was implemented during the and school years. The curriculum focus of that initiative was Literacy and Numeracy in grades 7 and 8. The computer technology deployed to the grade 7 and 8 classrooms to support this program included a set of Netbook computers in a Mobile cart. In total, 4,650 Netbook computers and 395 Mobile carts were deployed to the Elementary Schools. In addition, each of the grade 7 and 8 classroom teachers received a dedicated laptop computer along with a series of professional development sessions focused on literacy, numeracy and the integrated use of technology in the classroom. The WiFi network in each of the Elementary Schools was augmented to provide coverage for the grade 7 and 8 classrooms. 2. The efforts of the ICT Departments continue to improve and build-out the TCDSB infrastructure, in particular the WiFi network and to improve the quality and quantity of computer equipment available in the schools. Leasing the computer equipment is part of the strategic approach to keep the computer technology up-to-date in the schools, departments and offices. The Netbook computers and Mobile carts deployed for the TEL project are leased and that lease is ending as of June 30, The Netbook computers are at the end of their useful life therefore at the end of the lease these will be returned to the lessor. The inventory and collecting of the Netbook computers from the Elementary Schools is scheduled for June Some of the existing Mobile carts will be retained and purchased at the end of the lease to reuse to store and charge the replacement devices being provided in the new computer roll-out. 4. Some of the computer technology replacement options for the Netbook computers were evaluated including a trial implementation at two Elementary Schools, St. Philip Neri and St. Dunstan. The technology used in the classroom included Apple ipads, Windows 8 tablets, laptop computers and Chromebooks. Based on the feedback from the evaluation and trials, the new technology roll-out plan will provide each Elementary School with a set of Apple ipad Mini tablets and Windows 8.1 small laptop computers to replace the existing old Netbook computers. Page 28 of 76 Page 3 of 6

4 5. Using the value of the original lease ($3.3M), it is estimated that a total of 7,000 devices can be acquired; 3,500 ipad Mini tablets and 3,500 Windows 8.1 small laptop units. The allocation of devices to each school will be calculated based on enrolment. Roll-out Years Devices Total Devices ,650 Netbook computers 4, Mobile carts ,500 ipad Mini tablets 7,000 3,500 Windows 8.1 small laptop computers Net Increase of Devices (Estimated) 2, A key strategy in the ICT Strategic Plan is to include professional development (PD) as an integral element of any new technology initiative, whether it is a hardware roll-out or implementation of a new software application. The first TEL project for grades 7 and 8 included five days of professional development for each teacher delivered over a five month period. 7. TCDSB21C Project NeXt ( was created in 2012 to begin to transform current teaching and learning practices to embrace the integration of 21 st Century Learning competencies. Project NeXt has created a number of professional development opportunities for the NeXt Admin and NeXt Teacher with a focus on the NeXt Student using the NeXt Lesson. 8. The roll-out of the new devices (ipad Minis and small laptops) is scheduled for September to October Similarly for this roll-out, professional development is an integral part of the plan and these PD sessions will commence immediately after the devices are deployed and will continue throughout the school year. The professional development sessions will continue the work of Project NeXt. The focus will be on integrating these devices as part of the teaching and learning practice and the curriculum piece is focused on numeracy. The use of Apple itunesu and mobile applications for ios and Windows 8.1 are some of the technologies that will be introduced and integrated as part of transforming the teaching and learning practice. D. EVIDENCE/RESEARCH/ANALYSIS 1. The Apple ipad Mini units will be acquired directly from Apple Canada. For all school boards, Apple products are acquired direct from Apple Canada and not through a reseller or the Apple Store. An Invitation to Tender was issued to the six prequalified leasing companies to establish a lease agreement on a 3-year term for the ipad Mini units. Responses were received from all six companies and an analysis of rates identified Element Financial Corporation (Nexcap Finance Corporation) as the low bidder meeting the specification. The annual lease cost is $284, and an overall total of $852, exclusive of taxes for the 3-year term. Page 29 of 76 Page 4 of 6

5 2. On March 25, 2014, the Toronto Catholic District School Board (TCDSB) and Toronto District School Board (TDSB) issued a joint RFP. The RFP closed on April 16, There are two parts to the joint RFP. The purpose of Part 1 of the RFP is to establish unit prices for a number of configurations of desktop computers, laptop computers, mobile devices and Chromebooks. These models will be included in the updated TCDSB IT Equipment Catalogue posted on the Intranet web site for purchases by schools. While the overall RFP remains under evaluation, Part 2 of the RFP was designed to specifically accommodate TCDSB requirements which is the Windows 8.1 small laptop computer configuration for the TCDSB Elementary School computer refresh project. A bulk order of a minimum of 3,000 of these units will be acquired for the roll-out. 3. For Part 2 of the joint RFP, three proposals were received. The vendors submitting a proposal for the TCDSB small laptop computer configuration are listed below (in alphabetical order) along with the computer manufacturer: Vendor Compugen Hypertec Metafore Manufacturer Dell Toshiba Hewlett-Packard The TCDSB ICT evaluation team and the Materials Management procurement team evaluated the proposals. The proposals were reviewed for compliance to mandatory requirements and the required technical specifications of the requested configuration. The proposal from Metafore met the technical specifications and is the lowest cost proposal that meets the specifications as outlined in the RFP. 4. The recommendation is to award Metafore to supply 3,500 Windows 8.1 small laptop computers for the TCDSB Elementary School computer refresh project. 5. The following is a summary of the estimated quantities and value of the Apple ipad Mini devices and Windows 8.1 small laptop computers that will be acquired based on the value of the original lease ($3.3M). Item Estimated Qty. Estimated Value Apple ipad Mini 3,500 $1,150,000 Windows 8.1 Small Laptop 3,500 $1,850,000 Other Costs $300,000 Buyout of Mobile carts Fees for damaged and missing units ipad Mini Cases Other costs Total Capital Value $3,300,000 Estimated Annual Lease $1,000,000 The funding source for this roll-out project is through the central ICT budgets. Page 30 of 76 Page 5 of 6

6 6. An Invitation to Tender will be issued to the six prequalified leasing companies to establish a lease agreement with a 3-year term for the Windows 8.1 small laptop computers. E. STAFF RECOMMENDATION 1. That the 3-year lease agreement for the Apple ipad Mini devices required for the Computer Equipment Refresh project for the Elementary Schools be awarded to the low bidder meeting the tender specifications being Element Financial Corporation (Nexcap Finance Corporation) for an annual amount of $284, and an overall total of $852, exclusive of taxes for the 3-year term. This expenditure will be funded from a central ICT budgets for the term of the lease. 2. This report recommends award to Metafore as the vendor meeting the RFP specifications and lowest cost proposal to supply the Windows 8.1 small laptop computers required for the Computer Equipment Refresh project for the Elementary Schools. 3. That the Board delegate authority to the Director of Education to approve the final results of the joint RFP for devices with TDSB and the tender award for leasing the Windows 8.1 small laptop computers. An Invitation to Tender will be issued to the six prequalified leasing companies to establish a 3-year lease agreement for the small laptop computers. The estimated total value of the acquisition is $1,850,000 funded from the central ICT budgets. Page 31 of 76 Page 6 of 6