Frequently Asked Questions
Q: Were the products on the DigitalEdge Product and Price List competitively bid?
Yes. The DigitalEdge office publishes individual Invitation to Bid's with a clear scope of work, product 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 product that met published specifications.
Q: Can I get a copy of the Invitation to Bid and all related affidavits?
Yes, they are available on the DigitalEdge website. Current Invitation to Bid information is listed in the For Vendors section on the website. Archived ITB information is listed in the Archives section.
Q: Is my school or organization eligible to purchase off these contracts?
The Invitation to Bid identified K-12 public and private schools, colleges and universities, state departments of education, regional service agencies and educational organizations in the following twelve states as "eligible purchasers."
- New Mexico
Washington school districts may purchase off the contract without procuring their own bid. However, they may need to sign an Interlocal agreement with ESD 112 to comply with Washington school district public contract laws. Educational organizations in other states may also purchase off of the contract; they should review their state laws to determine if an Interlocal or intergovernmental agreement is required.
State laws authorize "piggybacking" off of a bid that was competitively procured by another public agency in accordance with that agency's bid laws. ESD 112 procured the DigitalEdge contract using a competitive bid process that complies with Washington school district public contract laws.
Q: Can I make a personal purchase off these contracts?
These contracts are intended to be used by educational organizations only.
Q: Was my school or organization named in the Invitation to Bid?
The Invitation to Bid was written on behalf of all K-12 public and private schools, colleges and universities, regional service agencies, and state departments of education in the states listed above. Under Washington law, each potential purchaser does 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?
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?
- CA: Daily News / San Francisco Business Journal
- CO: Denver Business Journal
- ID: Idaho Statesman
- NM: Santa Fe New Mexican
- NV: Las Vegas Review / Northern Nevada Business Weekly
- OR: Oregon DJC (Portland Oregon Daily Journal of Commerce) (Pre-bid notice) / Oregon DJC (Invitation to Bid notice)
- UT: Salt Lake Tribune
- WA: The Columbian / Seattle DJC
- WY: Casper Star Tribune.
In addition, the Call for bids was published (and is archived) on this ESD 112 DigitalEdge website. This meets the requirements of Washington bid law.
Q: Are there membership fees that my organization needs to pay to be able to purchase products off of the DigitalEdge contracts?
No, membership fees are not required in order to make purchases off of this contract.
Q: What do I need to do in order to purchase off of the DigitalEdge contract?
The eligible purchasers that are listed in the eligibility tab 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 (ILA) is required. If they determine that an Interlocal Agreement is required, they should follow the instructions for interlocal agreements found on ESD 112's purchasing website. The renewal notification notice is sent five years from the ILA origination date.
Q: Do private and parochial schools have to sign an Interlocal agreement?
The ESD 112 DigitalEdge office can not enter into an Interlocal Agreement with an independent school per RCW 28A.320.035(2).
Nonetheless, the DigitalEdge contract is still made available to independent schools.
Q: 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. 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?
No. You will order the products directly from the awarded vendors. 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 or transaction paperwork to the vendor. Please refer to the ordering instructions listed on the website product pages for specific contract information.
Q: 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 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?
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.
However, there are some products that were awarded in packs.
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?
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?
Yes. That is the only way you are guaranteed the contract pricing. In addition, this is a good practice for auditing purposes.
The DigitalEdge Contract numbers #ESD112-DE-15A, #ESD112-DE-15B, #ESD112-DE-16A, #ESD112-DE-18A, and #ESD112-DE-19A are listed on the individual product pages. The following wording is to appear on the purchasing document:
Contract number for audit verification:
DigitalEdge #ESD112-DE-__ ( insert contract number here)
Q: Does the contract price of the products include shipping and handling, or do I have to pay extra for those services?
With a few exceptions, shipping and handling costs are included in most contract prices. Some exceptions apply such as interactive whiteboards and flat panel displays, which are costly for the vendor to ship.
However, the contract does NOT include any applicable sales tax.
Q: Were the products competitively bid?
Yes. The DigitalEdge office at ESD 112 publishes Invitation to Bid’s with a clear scope of work, product 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 product that met published specifications.
Q: What if I am unhappy with my product?
If your product is damaged or is malfunctioning when you receive it, call the reseller from which you purchased it and ask about the warranty.
Q: When do I take possession of the products I order?
Products are shipped FOB: Destination, meaning that they do not belong to your school or organization until they arrive at your "Ship To:" address. Any damage that occurs in the shipping process is the responsibility of the vendor or manufacturer.
Q: Is my school or organization required to purchase products off of the DigitalEdge bid?
Absolutely not. However, it is advantageous to the purchasers that the products on this bid have been competitively bid. DigitalEdge also recognizes that districts make their own purchasing decisions, based on their specific criteria. While the hard work of soliciting bids and awarding contracts has already been completed for this bid, districts should feel free to purchase products of their choice, from the resellers that they choose.
Q: Who should I contact if I have further questions?
Contact the DigitalEdge office at 360.952.3415 or send an e-mail message to Bunny Stevens, Project Coordinator at firstname.lastname@example.org
Have a question not answered here? Contact us at email@example.com