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Committee reviews copier replacement, student-data access management and AV cooperative purchasing
Summary
Staff described a planned 60-month lease intent with SumnerOne for copier replacement, recommended an access‑management tool to limit student data shared with vendors, and requested permission to use TIPS cooperative agreements for audiovisual purchases within a $1.3 million technology budget.
District technology and purchasing staff presented three technology procurement topics to the finance committee:
1) Copiers: Staff said the district’s entire multifunction device fleet is scheduled for replacement this summer. After an RFQ and multi‑round evaluation (seven responses and a 12‑person review panel that interviewed four vendors), SumnerOne (also spelled SumnerOne in presentation) ranked highest. Staff recommended an intent to do business with SumnerOne now so devices can be ordered on a schedule to be in place for the next school year; a final 60‑month lease and pricing will be brought back to the June board meeting for approval.
2) Access management / student data privacy: Staff (with Mrs. Leach, the district’s data systems director available) presented an access‑management tool to control the student data fields sent from PowerSchool and other district systems to third‑party vendors. The tool can mask fields vendors do not need and restrict data transfer to only required attributes (for example, first name, last name, username). The district reviewed two or three vendors and spoke with peer districts; the current solution is “free” to the district but often results in vendors billing for integrated services; staff presented the paid tool as a way to control data flows and noted future optional features include multifactor authentication for students.
3) Audiovisual equipment: Staff sought permission to use cooperative purchasing agreements (TIPS Interlocal Purchasing System) for AV equipment and services (audio enhancement, displays and installations). Two previously used cooperative vendors — including Best Buy for Education and another vendor listed as KaseyV — are recommended for continued use through May 30, 2028. Staff said these agreements will be used up to the approved technology budget for the year, approximately $1,300,000, and that on co‑op contracts staff can request additional discounts for large orders.
Each item was presented for committee consideration; all were described as intended procurements and staff will return with final contract language and pricing where applicable. The transcript records presentation and Q&A but no recorded committee approvals in the provided excerpt.
