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District seeks a not-to-exceed lease to buy Chromebooks and projectors amid sharp price volatility
Summary
Technology staff proposed buying Chromebooks and 12 projectors for K–8 classrooms and recommended a not-to-exceed lease cap (proposed $165k–$177k) to accommodate rapidly changing vendor quotes caused by RAM and SSD shortages, the committee was told.
Eric Weber, the district’s technology lead, told the committee the district needs to refresh Chromebooks for kindergarten and fifth grade and complete a projector purchase for Peters Elementary. He described supply-chain constraints—RAM shortages and sold‑out SSD inventory—that are driving weekly price increases and creating uncertainty in vendor quotes.
Weber presented three vendor quotes for Chromebooks and accessories that ranged roughly from $116,000 (CDW) to $131,000 (GDC), noting CDW’s lower price may reflect older stock that could run out. He said projectors (12 units this year) are similarly volatile, and last-month quotes have already increased by several thousand dollars.
To manage price risk and timing—the district must place orders after the board approves a lease—Weber recommended advancing an agenda item to the full board with a “not-to-exceed” lease cap so staff can finalize orders when refreshed quotes are available in the Friday board packet. He suggested a not-to-exceed ceiling in the $165,000–$177,000 range based on current quotes and lease-rate offers; Weber said lease payments would begin in the FY26‑27 budget year and warranties would be provided by the manufacturer (HP).
Committee members asked about purchase cadence, device lifespan, and vendor selection. Weber said Chromebooks follow a multi-year cycle (kindergarten units stay with students for five years; fifth-grade units follow through to eighth grade) and that the district typically buys HP devices to maximize parts compatibility and longevity.
Next steps: staff will refresh vendor quotes before the Friday board packet, include a not-to-exceed lease amount for board consideration, and, if approved, place orders constrained by stock availability.
