Legion of Data Nerds Skip to main content iPad Procurement & Shared Cart Strategy (Option 2b)
March 24, 2026
This document provides a comparative analysis between the original 1:1 procurement plan and the proposed Option 2 (Shared Cart Model). This proposed strategy leverages existing inventory to optimize the budget while maintaining educational technology standards. It models approxmiately 300 students at 8 elementary schools. This model saves money (est $200,000), allows flexibility for reconsideration of tech model and curriculum through reducing the size of the iPad fleet, while retaining two full carts that can float for Library and Computer Science. We do not assume any variability of in-grade lesson scheduling nor do we assume that Library and CS will overlap. This approach balances the number of devices with enough flexibility for testing and e-learning.
We recognize that the vote has happened. However, we bring forward this proposal to illustrate how there could have been a range of options presented with very real cost savings potential. It could be that the board would have opted for the 1:1 tech after deliberation, but we suggest that providing a menu of meaningful options allows for more productive conversation and ultimately better outcomes.
Overview
- No iPads for Kindergarten (except Library use)
- Shared carts for:
- Grades 1 & 2
- Grades 3 & 4
- 1:1 devices for Grades 5–8
- Devices sold after Grade 8 as part of refresh cycle
- Estimated savings: $200,938.35
- Potential shortage during e-learning days → may require loaner devices
Potential Issues
- E-learning days: Additional loaner devices needed
- Testing windows: May require borrowing carts from Library or Computer Science
1. Executive Budget Comparison
| Expenditure Category | Original 1:1 Model | Option 2 (Shared) | Variance (Savings) |
|---|---|---|---|
| 1st/2nd & 3rd/4th iPads (Net New) | $183,708.00 | $0.00 | ($183,708.00) |
| 1st/2nd & 3rd/4th Cases (Net New) | $17,230.35 | $0.00 | ($17,230.35) |
| 3rd Grade Keyboard Cases | $62,368.80 | $62,368.80 | — |
| 5th Grade iPads (Net New) | $217,404.00 | $217,404.00 | — |
| 5th Grade Keyboard Cases | $67,066.45 | $67,066.45 | — |
| TOTAL PROJECT COST | $547,777.60 | $346,839.25 | $200,938.35 |
2. Procurement Breakdown
| Item Description | Qty Needed | Inventory Applied | Net New | Unit Price | Total Cost |
|---|---|---|---|---|---|
| iPad Wi-Fi 128GB (11th Gen) | 469 | 550 | -81 | $324.00 | $0.00 |
| Brenthaven 360 Case | 469 | 624 | -155 | $34.95 | $0.00 |
| 3rd Grade Keyboard Case | 624 | 0 | 624 | $99.95 | $62,368.80 |
| 5th Grade iPad Wi-Fi | 671 | 0 | 671 | $324.00 | $217,404.00 |
| 5th Grade Keyboard Case | 671 | 0 | 671 | $99.95 | $67,066.45 |
Grand Total: $346,839.25
3. Implementation Framework
- Sharing Logic:
- K use during Library
- 1st & 2nd grade teachers share carts
- 3rd & 4th grade teachers share carts
- Capacity:
- Based on largest class in each pair + buffer
- Specials Carts:
- Library and Computer Science receive dedicated carts
- Sized to max section + device buffer
- 1:1 Programs:
- Grade 5
- Specialized schools (Park, Rice, STEP/RISE)
4. Illustrative School Model (300 Students)
We build on the prior cart model presented on 3/23 to showcase how savings can scale across larger models, reducing the per-student cost.
A. Total Device Footprint
| Category | Enrollment | Environment | iPads |
|---|---|---|---|
| K | 38 | Library only | 0 |
| Grades 1 & 2 | 100 | Shared Carts | 55 |
| Grades 3 & 4 | 100 | Shared Carts | 55 |
| Grade 5 | 62 | 1:1 | 63 |
| Specials (Library & CS) | — | Shared Carts | 46 |
| TOTAL | 300 | 219 |
Efficiency Note:
Savings of 81 iPads per 300 students compared to a 1:1 model.
B. Shared Cart Allocation Logic
| Grouping | Configuration | iPads |
|---|---|---|
| Pair A | 1st (22) / 2nd (19) + 1 | 23 |
| Pair B | 1st (20) / 2nd (19) + 2 | 22 |
| Pair C | 1st (20) + 1 / 3rd (20) + 1 | 22 |
| Pair D | 3rd (22) / 4th (19) + 1 | 23 |
| Pair E | 3rd (20) / 4th (19) + 1 | 20 |
| 5th Grade | 1:1 + 1 | 63 |
| Library | Max Section + Buffer | 23 |
| Computer Science | Max Section + Buffer | 23 |
| Building Total | 219 iPads |
Notes
- Existing inventory fully covers shared cart needs for Grades 1–4
- Additional purchases focus primarily on Grades 3 and 5 accessories/devices
- Specialized programs remain fully 1:1
- Provides flexibility if district decides to reduce reliance on iPads (lower cost to change to chromebooks or reduce tech in classrooms)
Appendix: Cost Structure & Scaling Analysis
Fixed vs. Variable Costs
Option 2b has two cost categories: fixed costs that don’t change with school size, and variable costs that scale directly with enrollment.
Fixed costs in this model are the dedicated Library and Computer Science carts — hardware that each school needs regardless of enrollment. In the current procurement cycle, these are effectively $0 because existing district inventory fully covers all shared cart needs for Grades 1–4 and the specialty carts. The inventory surplus absorbs the entire fixed cost layer.
Variable costs are driven by two line items that scale directly with enrollment:
- Grade 3 keyboard cases at $99.95/unit
- Grade 5 iPads + keyboard cases at $324.00 + $99.95 = $423.95/unit
Both scale with a ~5% device buffer for breakage and mid-year enrollees.
How Costs Scale: 100 to 500 Students
Assuming ~20% of students in Grade 3 and ~20% in Grade 5 (consistent with the model above):
| Enrollment | Gr. 3 Keyboard Cases | Gr. 5 iPads | Gr. 5 Keyboard Cases | Total Variable Cost | Cost/Student |
|---|---|---|---|---|---|
| 100 | $2,099 | $6,804 | $2,099 | $11,002 | $110.02 |
| 200 | $4,198 | $13,608 | $4,198 | $22,004 | $110.02 |
| 300 | $6,239 | $20,412 | $6,299 | $32,950 | $109.83 |
| 400 | $8,396 | $27,216 | $8,396 | $44,008 | $110.02 |
| 500 | $9,995 | $34,020 | $10,495 | $54,510 | $109.02 |
The 300-student row aligns with the procurement figures in the main proposal ($62,369 + $217,404 + $67,066 = $346,839 across 8 schools ÷ 8 ≈ $43,355/school, with the difference attributable to inventory offsets already applied at the district level).
Key Takeaways
- Fixed costs = $0 in this cycle due to existing inventory surplus
- Variable cost ≈ $110/student, driven entirely by Grade 3 keyboard cases and Grade 5 devices
- Cost scales linearly — no step-changes or penalties across school sizes
- By comparison, the original 1:1 plan ran approximately $459/student — Option 2b represents a ~76% reduction in per-student cost
- The inventory windfall is time-limited: future refresh cycles will need to budget for shared cart hardware replacement (~46 devices per school)
- The variable cost structure preserves strategic flexibility — any future pivot to Chromebooks or reduced device counts produces proportional savings rather than stranded inventory ```