Arvin Union School District

Technology Department

Best Value Evaluation Criteria for Technology Purchases

The following criteria are set forth by Arvin Union School District Technology Department for technology purchases:

1) Price: Price is or cost is always first criteria, but quote or bid must be for equipment or services requested. Only when the bid documents or walk-through documents specify “acceptable substitutions” or equivalent language will lower priced equipment be accepted. 30% of the final evaluation shall rest on price or cost.

2) Location of vendor to district: The vendor selected must be in easy driving distance so that equipment or services purchased can have same-day service. 25% of the final evaluation shall rest on location of vendor (unless the bid documents specify a different range for providers)

3) Specifications: A vendor will provide a quote to the purchaser of equipment or services that will give specifications to meet or exceed the district TUP requirements (or specific specifications requested that are not listed in the TUP), along with a unit price and an aggregate price.

4) Review: The technology coordinator will review the quote for “reasonable pricing”* and to determine that specifications set forth are met.

5) Relationship of vendor with district: the district seeks to establish a relationship with technology equipment vendors that allows school technology staff the ability to service simple issues on equipment (that may require removal of cases when needed for servicing). Replacement of parts warranted is still required as needed. Friendly, reliable service and deliveries are expected from vendors. 25% of the final evaluation shall rest on relationship of vendor to district.

6) Prior Experience: Vendors experience and positive references are required in evaluation of bids or quotes. 20% of the final evaluation shall rest on the prior experience (in some cases that are non-E-rate, a higher percent may be applied in regards to wiring or other installation services).

*Reasonable pricing: Because prices and equipment specifications are constantly changing, the amount quoted will be what is considered reasonable at the time of purchase for the specifications. For example, as new faster technology equipment becomes available, the reasonable price may increase. As older slower equipment is sought in specifications, the reasonable price will decrease. Price alone is not to be considered in purchases that do not exceed bid limits as set by any entity. For purchases that do exceed bid limits, all procedures as set forth by the district Board of Trustees and any applicable law, either state or federal, shall be followed.

In general, the district may use CMAS or CalNet contracts to satisfy the requirements involving bid limitations.

Inquiries regarding these criteria may be sent to Loyal Anderson at the district or by email at landersn@arvin-do.com

Approved by the Board of Trustees of the Arvin Union School District, November 20, 2007.