Frequently Asked Questions

What is the rfp and order submission process?

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is there a cost to join ed tech jpa?

There is no cost for *eligible entities to join Ed Tech JPA.
*public agencies, such as school districts, county offices of education, public colleges, charter schools, city and state governments.

what is a jpa?

 A Joint Powers Agency ("JPA") is a limited-purpose government agency formed by an agreement between two or more government agencies.  JPAs have a long history in California, and have been allowed since 1949.  Many school districts are members of insurance and transportation JPAs.  Ed Tech JPA endeavors to streamline procurement for digital products and services.

If a school district/public entity is interested in using services offered by a vendor, what steps does it need to take?

All entities must become associate members prior to using vendor services.  Members must review and score vendor submissions (using price as the primary factor), obtain a quote and implementation plan, and sign a Purchase Agreement with the prevailing vendor.

What is the benefit to using Ed Tech JPA?

Ed Tech JPA acts as a procurement vehicle, and allows school districts to procure digital products and abide by all public bidding laws without going through a timely procurement  process.  Ed Tech JPA allows vendors to make sales to multiple entities (members of  Ed Tech JPA) while only responding to one Bid or RFP.  Ed Tech JPA negotiates competitive contract terms with each participating vendor and insures that each vendor has signed the California Student Data Privacy Agreement.

Does Ed Tech JPA provide software support or assurance?

Ed Tech JPA acts as a procurement vehicle and does not provide software support.   Vendors are responsible for providing support as outlined in their Proposals, Master Agreements, and Purchase Agreements.

I am a vendor and was just awarded a contract after the close of a procurement. what are my next steps?

Ed Tech JPA typically awards to multiple vendors.  An award by the JPA does not insure that a vendor will secure a contract with the initiating agency.  Each prevailing vendor will complete: a Master Agreement, a California Student Data Privacy Agreement, and a Purchase Agreement. 
The Master Agreement is an agreement between the vendor and Ed Tech JPA related to the terms of the award and contracting with members.  It includes pricing information from the Proposal.
The California Student Data Privacy Agreement is an agreement between the vendor and Ed Tech JPA related to student data privacy.  Vendors are required to sign Exhibit E, which allows other entities within California to leverage the same contract terms.
The Purchase Agreement is an agreement between the vendor and a member of Ed Tech JPA.  Ed Tech JPA negotiates the terms of these contracts, but they are not complete and are unsigned when posted to our password-protected members-only website.  When a member determines that they would like to purchase a product, they insert the Quote and/or Implementation Plan in Exhibit A and obtain signatures.  This is not a valid contract until both the vendor and member have signed it, and any required board approval by member has been obtained.  

I am a vendor and just finalized my contracts; what are my next steps?

Finalized contract documentation is placed on a secure webpage for all prevailing vendors, and JPA Members will contact vendors directly to obtain Quotes and secure Purchase Agreements.

Does Ed Tech JPA facilitate vendor marketing to members?

Ed Tech JPA does not directly market specific products to our members.  We do share periodic updates, including announcements of recent RFP awards and new contracts available.  Vendors may choose to market the JPA contract, and may use the JPA Vendor-Partner logo, but may not use the JPA logo or imply any direct endorsement of products without written permission from the JPA.  Members have access to contact information within Bids/RFPs and will contact vendors directly to obtain information and Quotes.  

If a vendor meets essential criteria, but is not selected for the initiating agency can their product be available through the JPA  for other entities?

Yes.  Ed Tech JPA offers multiple awards so its members can leverage the vendors that best meets their needs.

 

If a Vendor meets all essential requirements, but not other criteria, can they still submit a proposal?

 

Ed Tech JPA’s RFP team will review Vendor Proposals and award to Vendors who comply with all terms and conditions (no substantial exceptions) and meet all essential requirements. Essential requirements are denoted in the RFP with double asterisks and green highlighting.  

 Vendors should also answer non-essential criteria (blue highlighting) to the best of their ability.  Ed Tech JPA members vary in size from 1,500 ADA to 600,000 ADA, and have varying needs.  Ed Tech JPA will make all prevailing Proposals available to members for review.  Members will determine what non-essential requirements are most important to them and use the information in Proposals to determine which Vendor best fits the needs of their organization.   

Vendors who meet all essential requirements (denoted in the RFP with green highlighting and  double asterisks) and agree to the terms and conditions will be considered for award.  Non-essential criteria (blue) are optional features.  Vendors  are encouraged to respond to non-essential criteria so member districts can make a determination regarding which solution is the best fit for their needs.   

Additionally, the RFP is sectioned into different modules.  Some sections may be required to be awarded (such as a General section).  Most sections are required only to be considered for award in those specific sections.  For example, if a vendor agrees to all terms and conditions and meets all essential requirements for sections 3.1 - 3.4, but not for sections 3.5 it will be awarded for sections 3.1 - 3.4.  Below is an example of a possible award scenario.







Vendor

Section 3.1

Section 3.2

Section 3.3

Section 3.4

Section 3.5

Vendor A

Yes

Yes

Yes

Yes

Yes

Vendor B

Yes

Yes

Yes

No

Yes

Vendor C

Yes

Yes

Yes

No

No

JPA members have varying needs, and some may require services for only some modules included in this RFP.   Members will evaluate Proposals based on their specific needs, so please include a clear description of what your solution offers. 

 

Please explain the Minimum Price Guarantee.  

 The Minimum Price Guarantee is the expectation that  Vendors provide the lowest available price to the Ed Tech JPA so there is no negotiation outside the JPA undercutting the pricing offered through the JPA.  The intent of the Minimum Price Guarantee is to secure competitive pricing for our members, while participating Vendors experience reduced costs of procurement and contract negotiations with individual local education agencies.  

The Minimum Price Guarantee does not apply to contracts and partnerships that were in effect prior to the Master Agreement between Ed Tech JPA and Vendors.   

Ed Tech JPA also recognizes that some exceptions may be required for exceptionally large clients (such as LAUSD).  If a vendor feels a lower price should be offered to a certain customer Ed Tech JPA would be open to discussing an exception to the Minimum Price Guarantee with that vendor.

The intent of the Minimum Price Guarantee is to create a partnership with vendors.  The goal to streamline procurement results in vendors responding to only one RFP, and negotiating one Master agreement with competitive pricing and terms, that is compliant with privacy terms.  Ed Tech JPA seeks to mutually benefit both members and vendors through consortium style procurement.

If a vendor consistently offers the proposed product at a lower cost than proposed in its proposal Ed Tech JPA would expect that pricing to be extended to JPA members as well.  If Ed Tech JPA becomes aware of consistent lower pricing it will reach out to the vendor.  If the vendors business model or product changes such that it is able to offer the products at a lower price, the vendor should reach out related to the JPA to discuss amending the pricing terms of the master agreement.  For example, if a company grows to the extent that it offers products at a lower cost than included in their proposal the vendor should reach out to Ed Tech JPA to adjust the pricing offered to members. 

The what-you-see-is-what-you-get requirements related to pricing allows members to be compliant with procurement laws.  Educational agencies must adhere to strict procurement regulations, and pricing on contracts and order forms need to match pricing on Purchase Orders.  Changes due to a CPI inflator are acceptable, but most changes are not acceptable and can result in complications.  

Additionally, tiered pricing is included in the RFP to allow vendors to adjust price based on the scale of contract to allow economies of scale to be incorporated into proposals.  Ed Tech JPA understands that prices vary based on contract size, for example the price per seat/user may be  different for a contract with 10 seats/users vs the price for a contract with 200 seats/users.   Vendors can also include different tiers of implementation in the one-time pricing form in Appendix C, if applicable.

 

The intent of the Minimum Price Guarantee is to create a partnership with vendors.  The goal to streamline procurement results in vendors responding to only one RFP, and negotiating one Master agreement with competitive pricing and terms, that is compliant with privacy terms.  Ed Tech JPA seeks to mutually benefit both members and vendors through consortium style procurement.

Please explain the Administrative Fee.

 

The JPA Administrative Fee is a recurring fee of 4% of the purchase/renewal.  The intent of the Administrative Fee is to assist Ed Tech JPA in covering operating costs, including the cost to advertise the RFP, as well as staff time and legal costs associated with the development, administration, and negotiation of the RFP and resulting contracts.  The Administrative Fee is not intended to create a profit to Ed Tech JPA or any of its members.  Ed Tech JPA has assumed significant operating costs, and hopes that in future years, as we continue to grow and have abated the start-up costs,  the Board will be able to lower the Administrative Fee.

Vendors should submit a Quarterly Report according for designated reporting periods.  Vendors should submit payment for the Administrative Fee for payments received during the reporting period when they submit their Quarterly Reports.  For example, for all Purchase Agreements with JPA Members executed from July through September, Vendor’s would submit a summary of sales (template to be provided by the JPA) and payment by the end of October.

When implementation pricing is determined by the complexity of implementation, how should vendors set a price without the specifics for an implementation?

Ed Tech JPA is a consortium style procurement vehicle and seeks to obtain proposals that allow its members to determine which solution will best meet their individual needs.  Vendors should specify different options available in their Proposals.  Ed Tech JPA recognizes the complexity of proposing pricing without details, and has designed pricing forms to allow vendors flexibility.  It is acceptable to propose implementation pricing with an hourly rate, daily rate, tiered rates (based on size, etc.), or tiered based on packages (number of days, number of staff assisting, etc).  The response to the pricing form may include a menu of implementation options with associated pricing.

Can vendors propose more than 2  tiers of pricing?

Yes.  Vendors can expand the pricing form as needed.  While vendors may add additional tiers and add information, we do require that vendors use the pricing form so it is easier for our members to compare pricing.

If a vendor has more than one solution to offer, can it respond for both?

 

Yes.  If a vendor has a base solution with add-ons it can submit a single proposal and note which requirements are met by the add-ons and which are met by the base solution.  For example if a Vendor meets all criteria but the facilities module is an add-on for an additional cost, Vendor should submit one proposal and note in the criteria that there is an additional cost for the features listed.  The Cost should be outlined in the Optional Services/Solutions and Costs Form in Appendix C.  

If a Vendor has two separate distinct products it can  submit two separate proposals.  Each proposal will be evaluated separately.