Questions and Answers
Categories
Purchasing Questions
Q: Is the DigitalEdge Administrator requiring Purchasers to send purchase orders to the DigitalEdge office?
A: Yes. Purchasers are to fax their purchase orders to the DigitalEdge office at 360.696.3099.
Jan 9, 2009
Q: How will DigitalEdge enforce the requirement to have purchasers fax their purchase orders?
A: The DigitalEdge web site and the DigitalEdge Product and Price list will include instructions that direct all purchasers to fax their purchase orders to the DigitalEdge office at 360.696.3099. In addition, all suppliers are required to have ordering instructions on their web sites, and should remind their purchasers to fax a copy to the DigitalEdge office at the same time they fax their order to the supplier.
Jan 9, 2009
Q: Will DigitalEdge provide a toll free number for districts to fax their purchase orders?
A: The Bid Administrator is currently researching the possibility of adding a new toll free line. The Bid Administrator will monitor the situation and report back at a later date.
Jan 9, 2009
Q: How do suppliers provide a purchase order for people who just go online or for people who have an open purchase order, or use a credit card?
A: The DigitalEdge Administrator requires a copy of all DigitalEdge purchase requests (purchase orders, online orders, credit card orders, etc.) from the suppliers.
• Suppliers can scan the purchase orders at 300 dpi and save them as a PDF files (make sure the PDF settings are set to save at a high print resolution, such as 300 dpi, too), and then e-mail the orders to digitaledge@esd112.org;
or
• Suppliers can convert online orders to PDF files (again, make sure that the PDF settings are set to save the file at a high print resolution, such as 300 dpi), and then e-mail the orders to digitaledge@esd112.org;
or
• Fax the orders to the DigitalEdge office at 360.696.3099.
Jan 9, 2009
Interlocal Agreement Questions
Q: Are Interlocal Agreements required and how do suppliers know if a purchaser has signed one?
A: The requirement to sign Interlocal Agreements is a matter of state law. In Washington, school districts that are relying on the competitive process to procure prices on equipment sold via the DigitalEdge contract must sign an Interlocal Agreement. Washington school districts can call the DigitalEdge office at (360) 750-7505 to find out if they have signed one. We recommend that suppliers encourage Washington school districts to sign an Interlocal Agreement, and that all other purchaser’s check with their own legal counsel to determine if they need one.
ESD 112 cannot sign interlocal agreements with private schools; however, the DigitalEdge contract is extended to private schools.
Jan 9, 2009
Q: How do purchasers and suppliers know if an eligible purchaser has signed an Interlocal Agreement with ESD 112?
A: The DigitalEdge office is preparing a web page where suppliers and all eligible purchasers can see if they have filed an Interlocal Agreement with ESD 112.
Jan 9, 2009
Q: Can the DigitalEdge office provide an example of an Interlocal Agreement so districts can review it?
A: Yes, the DigitalEdge Administrator will post a sample Interlocal Agreement on the DigitalEdge web site.
Jan 9, 2009
Marketing Questions
Q: Can the DigitalEdge office provide guidelines to the suppliers for using the DigitalEdge logo on their marketing materials?
A: Yes, the ESD 112 Public Information office has developed a list of guidelines. They are on the DigitalEdge web site, and are also listed below:
- All suppliers’ marketing materials and DigitalEdge-specific web sites will display the DigitalEdge logo.
- Use the tagline with the logo (do not crop out the tagline).
- The DigitalEdge logo must remain proportionally intact.
- The phrase, "Offered through Educational Service District 112," must accompany the logo.
- Logo may be re-colorized, if necessary, to match the suppliers brand or color scheme of marketing materials.
- The marketing material must display the DigitalEdge web site address somewhere on the document. Example: "For more information about the DigitalEdge purchasing program, please go to digitaledge.esd112.org."
- The marketing material must reflect the DigitalEdge program and pricing accurately. All prices must be up-to-date, and suppliers contact information should be displayed for purchasers.
Please remember to submit all marketing materials to the DigitalEdge office for approval before sending them out.
Jan 9, 2009
Q: In what format can we publish pricing on our DigitalEdge web site?
A: Suppliers can use a format that lists in columns the manufacturer, product description and features, and a column called "Bid Price" or "DigitalEdge Price."
Jan 9, 2009
Current Contract Questions
Q: How long does it take the Bid Administrator to render a decision on reducing the Admin Fee on single transaction of $50,000 or more?
A: Seven (7) business days from the date the vendor request to reduce the Admin Fee on single transaction of $50,000 or more and all the necessary information has been provided. The Bid Administrator needs seven (7) business days to process the final decision which allows the Bid Administrator enough time to notify all vendors of the request and render a decision. Page 38, paragraph 16 in the contract states this process.
Jan 16, 2009
Q: Would DigitalEdge consider extending the contract for some suppliers?
A: The Bid Administrator will consider extending the Contract if all compliance criteria are met, suppliers agree not to increase net bid prices and that any extension will not violate competitive contract requirements. The extension also must cover complete product lines by manufacturers.
Jan 9, 2009
Q: Can net bid prices be increased if the contract is extended 5 years?
A: No. Net bid prices cannot exceed the awarded net bid price in the Contract. See page 12 and paragraph 14 on page 38 for reference.
Jan 9, 2009
Q: Will the Bid Administrator amend language regarding the purchase order processing requirements for suppliers?
A: No. As discussed in the meeting, instead of signing amendments to the contract, ESD112 is waiving its rights to enforce contract provisions that conflict with the method and time on how purchase order are sent to the DigitalEdge. The new requirement will have suppliers scan or convert purchase orders in 300 dpi and saved as a PDF files, and send them weekly via e-mail to digitaledge@esd112.org.
Jan 16, 2009
Q: Do we report on open transactions?
A: Transactions only need to be reported on the monthly bid report once the product ships from the supplier to the purchaser.
Jan 9, 2009
Q: How do we (current 2007 suppliers) report open transactions off the 2007 DigitalEdge Contract?
A: Suppliers that participated in the extended 2007 Contract, all 2007 transactions that close after Sept. 3rd 2008, must be recorded on the new 2008 monthly bid report and identified as 2007 DigitalEdge Contract business. All open transactions need to be converted, when possible, to the new 2008 Contract net bid prices.
Jan 16, 2009
Q: Can another supplier sell the same product that was awarded to the lowest bidder? How will the ESD control this? Will the contract be mandated to the end-user to only purchase awarded product from the awarded vendor?
A: The DigitalEdge Bid Administrator and ESD 112 cannot interfere with or prohibit suppliers from selling products nor can we mandate who purchasers buy products from. The DigitalEdge Bid Administrator and ESD112’s involvement is limited to enforcing compliance with DigitalEdge contract no. ESD112-DE-08, which means suppliers are obligated to sell the products they bid to eligible purchasers for the net bid prices.
Jan 9, 2009
Archived Questions
Q: Will you consider eliminating the specials and promotions from the Invitation to Bid?
A: No.
Mar 24, 2009
Q: Would it be possible to extend the deadline beyond July 18th?
A: The DigitalEdge office has contracted with a third party to open and evaluate the bids, and has set up a schedule to do so. Because of scheduling conflicts, changing the deadline is not possible. July 18th will be the final deadline for all bids to be due to ESD 112’s business office.
Mar 24, 2009
Q: Can we offer discounts off of our advertised prices, which are advertised in our online catalog?
A: The document you submit for baseline pricing must be a manufacturer pricer, a manufacturer product line catalog, or an equivalent document that meets the following criteria:
- the document is established by the manufacturer;
- the document contains the base line pricing to which the adjustments will be applied in the bid;
- the bidder submits net bid prices based on the application of the adjustment to the base line price; and
- the document with the baseline pricing that is submitted with the initial bid and the adjustment methodology are used consistently throughout the entire term of the contract and shall be used when new products are added to the product line.
Mar 24, 2009
Q: Can we bid on just a portion of a manufacturer’s product line?
A: No. The discount or mark-up that is bid is applied to all products in a manufacturer’s product line.
Mar 24, 2009
Q: If a manufacturer bids directly, can they name more than one reseller for a specific state?
A: Yes.
Mar 24, 2009
Q: Will you accept the 3% administrative fee directly from the manufacturer, or does it need to come from each reseller?
A: Bidders are required to identify who will be paying the administrative fee in Section F (Item 13) of the 2008 DigitalEdge Bid Form.
Mar 24, 2009
Q: Can we turn in one bid form and check all product lines that apply if the manufacturer fits several categories?
A: No. One bid form is required for each product line for each manufacturer
Mar 24, 2009
Q: Will you consider amending the bid requirements to allow discounts or markups as per the following price ranges?
A: Due to the lateness of this request, we can not consider this amendment at this time.
- $0 - $25
- $26 - $50
- $51 - $100
- $101 - $300
- $301 - $600
- $601 - $1,000
- $1,001 and above
Mar 24, 2009
Q: We would like to limit our bid response to the most popular items purchased in a manufacturer’s catalog. Is it acceptable to offer only some of the products in a manufacturer’s product line?
A: No. The bid response must include all products in the manufacturer’s product line.
Mar 24, 2009
Q: Can a manufacturer’s product line be listed on the DigitalEdge contract with two or more different bidders? For example, can Bidder a bid a price and have that product listed at price X and can Bidder B have the same product listed at price X or Y?
A: Bids will go to the lowest bidder in each state.
Mar 24, 2009
Q: How does another state piggyback on the DigitalEdge contract? What is the process for extending outside of the eight states?
A: It is up to an eligible Purchaser in other states to determine whether they have the authority to piggyback off of the DigitalEdge contract. If an eligible Purchaser informs the Awarded Bidder that they are interested in using the DigitalEdge contract, the DigitalEdge will work with the Awarded Bidder.
Mar 24, 2009
Q: I understand that we are to respond to only one item on the request for pricing form. Can we later add other items or accessories that could go with the item we chose on the Bid?
A: Bidders are required to bid on an entire manufacturer’s product line that includes all items in that line, and are required to add new items to the contract when those items become available.
Mar 24, 2009
Q: Is there some place where we are asked to list what we charge for installations or training that might be needed?
A: No.
Mar 24, 2009
Q: Can you provide information about the numbers of document cameras sold in previous years?
A: Approximately 6,700 document cameras were sold through the DigitalEdge contract in the calendar year 2005; 4,200 in 2006; and 11,500 in 2007.
Mar 24, 2009
Q: What happens if a non-member customer wishes to purchase directly from an awarded vendor? Will the awarded vendor be required to pay the 3% administrative fee? Will the vendor be bound by the pricing restrictions set forth in the bid documents [reference page 39, paragraph 18 ‘Favored Nation Clause’]?
A: There are not “members” and “non-members” in the DigitalEdge purchasing program. Instead, any eligible “Purchaser” may participate in the program. The purpose of this bid solicitation is to secure the most competitive pricing for the eligible Purchasers in the eight states. Any Bidder that is awarded a Contract is obligated to sell DigitalEdge products at Contract prices as defined in the Bid document. The bid includes provisions for the Awarded Bidders to lower their bid prices when eligible Purchasers are purchasing in large volume or considering procuring equipment through their own competitive bid. Any interested Bidder that wishes to sell DigitalEdge products to an eligible Purchaser outside of the contract should consider not bidding.
Mar 24, 2009
Q: Pricing for bid #ESD112-DE-08 is to be based on single unit pricing. How will ESD 112 react if a non-member customer in an awarded state is offered large volume pricing directly from an awarded vendor? Will the response be different if that customer is a member is ESD 112? If so, please explain.
A: There are not “members” and “non-members” in the DigitalEdge purchasing program. Instead, any eligible “Purchaser” may participate in the program. The purpose of this bid solicitation is to secure the most competitive pricing for the eligible Purchasers in the eight states. Any Bidder that is awarded a Contract is obligated to sell DigitalEdge products at Contract prices as defined in the Bid document.
The bid includes provisions for the Awarded Bidders to lower their bid prices when eligible Purchasers are purchasing in large volume or considering procuring equipment through their own competitive bid.
Any interested Bidder that wishes to sell DigitalEdge products to an eligible Purchaser outside of the contract should consider not bidding.
Mar 24, 2009
Q: If we are not the lowest bidder in the state of Washington for a manufacturer's product line, can we still be named on the contract to sell this manufacturer's product line in other states if we are the lowest price in those states?
A: Yes.
Mar 24, 2009
Q: Would it be possible to extend the bid due date back a week or two?
A: ESD 112 has now received multiple requests for additional time to submit the DigitalEdge bids. The new deadline for bids to be due at ESD 112 will be Friday, July 18, 2008 at 5:00 p.m. They will be opened and read on Monday, July 21, 2008 at 9:00 a.m. at ESD 112 in the Community Room in the 2200 Building.
Mar 24, 2009
Q: How would you like our bid responses bound?
A: Each complete set can be bound with a paper clip or binder clip.
Mar 24, 2009
Q: Are you requiring the same discount value for all products included in an entire manufacturer’s product category?
A: All products in an equipment category must have the same discount. For more information, please ready pages 11 and 12 of the Invitation to Bid, and refer to section D of the Bid Form.
Mar 24, 2009
Q: Are separate proposals required for each product line by each manufacturer?
A: Yes, for example, four separate proposals would be required for the following:
- Manufacturer A – LCD Projectors
- Manufacturer A – DLP Projectors
- Manufacturer B – LCD Projectors
- Manufacturer B – DLP Projectors
Mar 24, 2009
Q: Is the requested catalog “price data” something more detailed than a list of current catalog pricing?
A: No.
Mar 24, 2009
Q: Will Awarded Bidders be allowed to add new products and updated models to the product line category if those products are released in a new product line category?
A: Yes. Awarded Bidders are required to add new products to the DigitalEdge Contract when a new product line catalog is published.
Mar 24, 2009
Q: Will the issuance of a new product line catalog cause the Contract to be terminated?
A: No. The Contract is only terminated if an existing catalog is discontinued and a replacement is not published.
Mar 24, 2009
Q: Will you consider extending the deadline for submitting bids for 3 to 4 weeks?
A: No. Only one interested bidder has requested additional time. We may reconsider if we receive requests from a sufficient number of interested bidders.
Mar 24, 2009
Q: Will you eliminate the envelope requirement and allow bidders to list all manufactures in one envelope?
A: No.
Mar 24, 2009
Q: Can bidders provide a consolidated listing of all manufacturers bid on one form?
A: No.
Mar 24, 2009
Q: Can bidders provide the information required for Appendix A in a separate envelope marked Administrative Screening Information?
A: No.
Mar 24, 2009
Q: Can bidders submit a dealer price list or MSRP instead of a manufacturers’ pricer?
A: Yes, provided that:
- the dealer price list or MSRP is established by the manufacturer;
- the price list or MSRP contains the base line pricing to which the adjustments will be applied in the bid;
- the bidder submits net bid prices based on the application of the adjustment to the base line price; and
- the dealer price list or MSRP that is submitted with the initial bid and the adjustment methodology are used consistently throughout the entire term of the contract and shall be used when new products are added to the product line.
Mar 24, 2009
Q: Have contracts already been awarded for video equipment?
A: No. DigitalEdge is accepting bids from any interested video equipment manufacturer or reseller.
Mar 24, 2009
Q: What is the administrative fee on all sales if a bidder is awarded a contract?
A: Three percent (3%).
Mar 24, 2009
Q: What is the new process for presenting product prior to bid being published?
A: There will be no presentation prior to the bid being published.
Mar 24, 2009
Q: Are you requiring anything in writing stating that we are extending our pricing until August 15, 2008?
A: For vendors that have current DigitalEdge contracts with ESD 112, we will be sending out contract extensions with pricing revisions in the near future. They will arrive via e-mail.
Mar 24, 2009
Q: Does the administrative fee apply to "all sales on this contract?"
A: Yes.
Mar 24, 2009
Q: Is it permissable for a bidder to sell only in Washington?
A: Yes.
Mar 24, 2009
