As computer costs continued rising across higher education, Procurement and IT teams at the University of Kansas and Kansas State University saw an opportunity to work differently. Departments were purchasing a wide variety of laptops and desktops independently, which increased costs and made technology support more complex.
Through collaboration supported by Jayhawks Elevate, KU and K-State partnered to create a shared purchasing strategy focused on cost savings, efficiency, and long-term pricing stability. The teams reviewed purchasing trends and common technology needs across both campuses, then developed a shared catalog of standardized Windows PC configurations that would meet most institutional needs while still allowing flexibility for specialized requests.
By combining purchasing demand and negotiating together, KU and K-State significantly improved supplier pricing on Dell devices. Together, the institutions increased discounts from approximately 19% off list pricing to an average of 61% off list pricing this quarter. The agreement also includes a 2% annual rebate on eligible Dell purchases, creating additional long-term value for future technology investments.
The partnership also helped protect both universities from projected increases in Windows PC costs driven by AI-related component inflation. Beyond the financial savings, standardized devices allow IT teams to streamline deployments, simplify troubleshooting, and provide more consistent support experiences for faculty and staff.
This collaboration highlights how cross-institutional partnership and thoughtful standardization can create meaningful operational and financial benefits for higher education institutions.
Fellow Change Agents:
- Ben Lizak
- Craig Alexander
- Ephrom Marks
- Nick Galindo
- Louis Antoine Sr.
- John Rinnert
- Rebecca Gould (K-State)
- Gregory Flax (K-State)
- Jim Barnes (K-State)
- Memory Buffington (K-State)
- Garrett Truskett (K-State)
Impact of idea:
- Improved negotiated pricing on Dell devices from approximately 19% off list pricing to an average of 61% off list pricing
- Established a 2% annual rebate opportunity on eligible Dell purchases
- Created pricing protection during a period of projected 35–45% Windows PC cost inflation
- Reduced IT support complexity through standardized computer configurations
- Faster device deployment and more consistent troubleshooting processes
- Improved operational efficiency and long-term technology sustainability across participating institutions
- New agreement allows smaller KBOR schools to leverage KU/K-State discounts
