Frequently Asked Questions

The Bid Process

Q: Were the products on the DigitalEdge Product and Price List competitively bid?

A: Yes. The DigitalEdge office published an Invitation to Bid with a clear scope of work, bid specifications, evaluation and scoring process, and award process. Vendors were awarded contracts if they demonstrated that they were responsive, and responsible bidders with the lowest bid price on a specific manufacturer line of products.

Q: Can I get a copy of the Invitation to Bid and all related affidavits?

A: Yes, they are available in a downloadable format from this site.

Eligibility

Q: Is my school or organization eligible to purchase off these contracts?

A: The Invitation to Bid identified K-12 public and private schools, colleges and universities, state departments of education, educational service districts, public libraries, and other governmental and public offices in the following eight states as "eligible purchasers."

Alaska
Colorado
Hawaii
Idaho
Montana
Oregon
Washington
Wyoming

The same purchasers in other states should check their governing laws and consult with the vendors to see if they will honor the great prices on the DigitalEdge contract.

Q: Can I make a personal purchase off these contracts?

A: These contracts are intended to be used by public agencies and non-profit educational institutions only. However, please check with each reseller to get their final answer.

Q: Was my school or organization named in the Invitation to Bid?

A: The Invitation to Bid was written on behalf of all K-12 public and private schools, colleges and universities, state departments of education, educational service districts, public libraries, and other governmental and public offices in Washington, Oregon, Idaho, Montana, Colorado, Wyoming, Hawaii and Alaska. According to the Washington's Attorney General's office, they do not need to be listed individually.

Q: What if I didn't tell ESD 112 beforehand that my school wanted to purchase off this bid? Can we still order?

A: Absolutely!

Q: We cannot purchase off this contract unless the Public Notice for the Invitation to Bid was advertised in a publication that is circulated in my local community. In what publications did the Public Notice appear?

A: The Invitation to Bid appeared in the following publications:

Columbian (the local newspaper for the city of Vancouver, Washington and greater Southwest Washington);
Seattle Daily Journal of Commerce (circulated in the entire state of Washington);
Portland Daily Journal of Commerce (circulated in the entire state of Oregon);
Idaho Statesman;
Casper Star Tribune.

In addition, the Call for bids was published (and is archived) on this ESD 112 DigitalEdge web site. This meets the requirements of Washington bid law, as well as bid law in the other seven states that are eligible to purchase off this bid.

Q: Are there membership fees that my organization needs to pay to be able to purchase products off of the DigitalEdge contracts?

A: No, membership fees are not required in order to make purchases off of this contract.

Purchasing

Q: What do I need to do in order to purchase off of the DigitalEdge contract?

A: The eligible purchasers that are listed above should check their own governing laws to ensure that they can purchase products off of the DigitalEdge contract. If they can, they need to determine if an Interlocal Agreement is required. If they determine that an Interlocal Agreement is required, they should contact the DigitalEdge office or make a request via e-mail.

Q: Do private and parochial schools have to sign an Interlocal agreement?

A: The ESD 112 DigitalEdge office can not sign Interlocal Agreements with independent schools. However, independent schools can still purchase off of the DigitalEdge contract if their governing laws allow.

Q: How do I know which technology solution to purchase for my schools?

A: If possible, it is recommended that you at least choose a mid-range solution from a product line. Mid-range solutions tend to be more future-oriented and stand the test of time better than the lower-end solutions. But when that still leaves you with questions, it is wise to consider the following:

What is your budget for procurement?
What is your source of funding for this procurement, and how soon will it be available again?
How long will it be before you are able to replace these solutions?
What are your learning goals?
What is your training budget?
What level of technical support is available for the solutions with additional features?

Q: Since the DigitalEdge office at ESD 112 administrates this contract, do I order the desired products from the DigitalEdge?

A: No. You will order the products directly from the vendor, as per the purchasing instructions. However, in order to ensure that you can take advantage of the contract pricing, it is required that you identify the contract number on your purchase order to the vendor.

The contract number is ESD112-DE-08.

Q: Is there a minimum purchase that we have to make, or a limit to the number of items that we can purchase?

A: Purchase as many units of each product that you need. There is no minimum purchase required, nor is there a limit to the number of items you order.

Q: It looks like the prices for the products on the DigitalEdge Product and Price List are for single units only. What if I want to purchase a product in quantities that are more than one?

A: The DigitalEdge contract provides the awarded vendors the flexibility to provide even greater cost savings to the purchasers when they are buying in volume. Please work with your vendor on this, and request a per-unit price quote for the quantity that you are ordering.

Q: My district is thinking of conducting its own competitive bid for some of the products on the DigitalEdge Product and Price List. Is there any advantage to just using the DigitalEdge contracts that have been competitively bid?

A: Yes, there are several advantages! First, if you’ve ever conducted a competitive bid, you’ll know how much time, effort and money it takes to do so. We’ve already done the work for you! Secondly, the vendors have the flexibility to provide DigitalEdge pricing that is even more competitive when you are purchasing in volume. Talk to the vendor that sells the DigitalEdge product that you need.

Q: Do we have to reference the contract numbers on the purchase orders we submit?

A: Yes. That is the only way you are guaranteed the contract pricing. In addition, this is a good practice for auditing purposes.

The contract number for the DigitalEdge bid is ESD112-DE-08.

Q: Does the contract price of the products include shipping and handling, or do I have to pay extra for those services?

A: Shipping and handling costs are included in ALL contract prices. However, the purchaser must add on any applicable sales tax.

Q: Will I be able to track the progress of my orders?

A: Yes, all resellers participating in this bid will have ways for you to track your orders. See the ordering instructions for more information.

Q: I see my desired product on the DigitalEdge product and price list, but I don’t see any contract prices for accessories and supplies, or warranties and maintenance. Are there contract prices on these items?

A: Yes. The DigitalEdge Product and Price List is so comprehensive, we can not publish everything that was bid. Therefore, we are publishing the prices on the equipment in the manufacturers’ product lines. Please call the vendor for contract pricing on the additional items.

Q: What if I don’t see my desired manufacturer product line on the DigitalEdge Product and Price List?

A: Good question! The DigitalEdge office is interested in making sure that we are meeting the needs of the eligible purchasers. Submit a Request Form for Additional Products.

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