| | | | | | | | Action Item - 10.
Title: Contract with SHI/SHI International for Districtwide Chromebook Repair and Replacement Program ($11,834,215)
Board of Education Meeting Date: 11/18/2021
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| | | | | | | | Action under consideration
| | The Administration recommends that the Board of Education authorize The School District of Philadelphia, through the Superintendent or his designee, to execute and perform a contract, subject to funding, as follows:
| | | With:
SHI, a/k/a SHI International
| | | Purpose:
Full-service Chromebook repair and replacement program for the District's fleet of approximately 145,000 student and staff Chromebook devices inclusive of warranty and out-of-warranty service, parts and labor service, protective cases, direct pickup and delivery of damaged Chromebooks from/to all schools, and a spare pool of devices for loss/theft
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| | | | | | | | | | Start date: 11/19/2021
| | | End date: 11/18/2024
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| | | | | | | | | | Compensation not to exceed: $11,834,215
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| | | | | | | | | | Location:
All Schools; Administrative Office(s)
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| | | | | | | | | | Number of Options: 3
| | | Duration of each option to extend: Years: 1 Months:
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| | | | | | | | | | Maximum compensation authorized per option period: $3,500,000
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| | | | | | | | | | Description:
In March 2020, precipitated by the COVID pandemic, the School District moved swiftly to a 1:1 student-to-computer ratio using Chromebooks in order to enable personal learning to occur inside and outside of the traditional classroom – a model that the District has remained fully committed to sustain. Approximately 140,000 Chromebooks were purchased and systems and processes were put into action practically overnight to support distribution of devices, repair of broken and damaged devices, and replacement of out-of-support and lost/stolen Chromebooks. As the District evolved into allowing student devices to travel with students to/from school, and computers experienced constant daily use, the breakage rate drastically increased having IT staff working days, nights and weekends in an attempt to meet the high demand for repairs. We are now experiencing a backlog of over 3,000 broken devices, a critical parts supply shortage, and a scalable process for meeting the demands of 222 District schools, externally managed schools (Opportunity Network), and early childhood programs.
The Board of Education’s goals #1 through #5 supporting Reading, Math, and College & Career readiness are all directly supported by having a technology-rich environment which includes functional, working computer devices and a reliable support infrastructure for schools, teachers and students, to support the many software, Internet-based solutions, and tools such as e-curriculum, adaptive programs, supplemental on-line resources, remedial applications, on-line assessments, and learning/content management – all available both inside and outside of the classroom.
Our research revealed that most large-scale school districts are using a commercial service provider to maintain and insure their fleet of student devices, rather than attempt to build and operate this capacity in-house – a model which is no longer sustainable for the District’s 1:1 device program.
Through an RFP process, a team of technical professionals selected a partnership between SHI and Staymobile to provide a full-service Chromebook repair and replacement program for the District's fleet of approximately 145,000 student and staff Chromebook devices inclusive of warranty and out-of-warranty service, parts and labor service, direct pickup and delivery of damaged Chromebooks from/to all schools, and a spare pool of devices to cover loss and theft. Staymobile has a local repair facility in Philadelphia and carries a staff of 110 certified repair technicians.
Additionally, rugged cases will be provided and installed on Chromebooks, which will assist in the longevity of devices overall, as well as reduce the annual per-device repair cost. The vendor will be responsible for manifesting all device repairs and replacements, and will agree to service level agreements and dashboarding such as Mean Time to Repair (MTTR), repair status and aging, and historical trending of repair occurrences.
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| | | | | | | | | | Funding Source(s):
FY21-22 Operating
FY22-23 Operating
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| | | | | | | | | | Office Originating Request: Information Technology
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