ETSC: Frequently Asked Questions About the 2007 Instructional Technology Bid

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Bid Process | Eligibility | Purchasing | Other Questions

Bid Process

How were these products selected?

The ESD 112 Instructional Technology Bid Process is broken down into three phases: the Call for Bids, the Technology Playoffs, and the Bid Awards.

Phase 1: The Call for Bids

Sealed bids were due at ESD 112 no later than Friday, October 27, 2006 at 5:00 p.m., and were opened and recorded by a committee of district technology directors on October 30. After comparing the proposals, the committee recommended the products that advanced to Phase 2 (the Playoffs), contingent upon them meeting all bid specifications that were noted in the Call for Bids.

Phase 2: The Playoffs

After the bids were opened and the specifications were checked on the products that the committee selected, the ESD 112 Educational Technology Support Center sponsored a “Playoff” of instructional technology products that advanced to this phase. Several technology directors from Washington school districts volunteered to serve on the selection teams. They saw demonstrations on the products that made it to this phase, and put them through a selection process, evaluating key features, ease of use, durability, expandability, warranties, and cost. They came to consensus in their decisions about the products that should appear on the bid.

Phase 3: The Bid Awards

The Director of Educational Technology at ESD 112 sought answers to some of the selection committee’s questions, and once the responses were received to the satisfaction of the committee, letters of bid awards were sent to the winning bidders on November 27, 2006. The official list of bid products, pricing and value-added items and services was created.

In the past, the committee has made recommendations for entry-level, recommended and high-end solutions for projectors, document cameras and whiteboards. Why didn’t they do that for the 2007 Instructional Technology Bids?

While many districts in the state of Washington really appreciated that kind of selection and categorization of bid products, it had come to the attention of the ESD 112 Educational Technology Director that the short list of products in the product lines were not meeting the needs of some districts. For instance, a district might have standardized on a specific manufacturer for their projectors, but the specific model was not on the bid. As a result, the Director asked the committee to support a wide range of models within a product line, and they concurred. The range of models includes entry-level solutions, mid-range solutions, and high-end solutions, which meets the more diverse needs of the districts.

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

If possible, it is recommended that you at least choose a mid-range solution from a product line. But when that still leaves you with questions, it is wise to consider the following steps:

Budget Considerations:

Sometimes, the technology budget will drive this decision. Some solutions are more expensive than others, but offer different features and options. Some are more expandable than others, and can be converted into a wireless or a networkable solution. More options equal more dollars, but often result in a better solution.

Specific Technology Solutions:

Size of room...kind of lighting...size and make-up of audience...type of presenter... specific application. These are all things that need to be considered when choosing a technology solution for its intended purpose. You might want to consider talking to other organizations that have deployed instructional technologies and get their input. In addition, feel free to call the resellers who can assist you, too.

Call for a Demonstration:

All of the resellers that have been awarded contracts for the 2006 Instructional Technology Bids are ready and willing to come out and do a demonstration of their products.

Eligibility

How do I know if my school district is eligible to purchase off these contracts?

If your public educational organization is in one of the following states, you are eligible to purchase off these contracts. (Public schools and educational organizations must have a signed Interlocal agreement on file with ESD 112 as of January 1, 2006. Please refer to the instructions for entering into an Interlocal agreement with ESD 112.)

Washington
Oregon
Idaho
Montana

Colorado
Wyoming
Alaska
Hawaii

Can independent schools, colleges, universities and agencies purchase off of this bid?

ESD 112’s legal counsel has shared that ESD 112 can not enter into Interlocal agreements with independent schools. However, independent schools in the eight states listed above should contact the winning bidders to see if they will extend these bid prices to their schools.

Can county, state and federal agencies purchase off these contracts?

At this time, other governmental agencies and organizations are not eligible.

Can I make a personal purchase off these contracts?

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

Was my school named in the Call for Bids?

The call for bids was written on behalf of all public K-20 schools, colleges and universities, state schools, educational service districts and state departments of education 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.

We cannot purchase off this bid unless the Call for Bids was advertised in a publication that is circulated in my local community. In what publications did the Call for Bids appear?

Attorneys did the homework on this, and advised the ESD on how to advertise this bid. The Call for Bids appeared in the Seattle Daily Journal of Commerce, which is circulated in the entire state of Washington, and in the Portland Daily Journal of Commerce, which is circulated in the entire state of Oregon. It was also advertised in the Idaho Statesman and the Casper Star Tribune. In addition, the Call for bids was published on the ESD 112 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.

What does my school or district have to do to prepare to order off these contracts?

If you an Interlocal agreement with ESD 112 that was signed and files after January 1, 2006, you are eligible to purchase off of this bid. However, if your district, college or organization signed an agreement before January 1, 2006, or has never signed an Interlocal agreement with ESD 112 for Instructional Technology bids, you must sign a new agreement. Contact Nellie McCullough-Witt at (360) 750-7505 or e-mail her at nellie.mccullough-witt@esd112.org to get this process started. The InterLocal Agreement must be filed with your County Auditor's Office.

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

Absolutely!

Purchasing

Since the ESD 112 Educational Technology Support Center administrates this bid, do I order the desired items from ESD 112?

No. Order the products directly from the vendors, as per the instructions on the Bids web page.

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

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

Do we have to reference the contract numbers on the purchase orders we send to the vendors?

That is the only way you are guaranteed the contract pricing.

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

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

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