Technology Procurement Guidelines Office of Technology and Learning (Last updated February 17, 2011)

Transcription

1 Technology Procurement Guidelines Office of Technology and Learning (Last updated February 17, 2011) In order obtain the most cost effective and reliable technology for Colonial Heights City Schools, promote standardization, and to ensure that technologies are compatible with our existing networks and systems, the School Administration Office has established procedures for technology purchases and procurement. Hardware, software and infrastructure purchased for Colonial Heights City Schools must be purchased in accordance with the following procedures. Technology Purchasing Procedures Overview 1. Schools and departments will use procurement guidelines developed by the Office of Technology and Learning to make technology purchases. Some technologies have been pre-approved, so that guidelines are already provided for purchasing (see below). This document contains this information, and is posted on the school division s website as the Technology Procurement Guidelines web page. 2. Technology purchases for equipment not specifically recommended in the Technology Procurement Guidelines must be reviewed by Mark Webster, Director of Technology, and approved by Troy Hedblom, Assistant Superintendent for Business Services. Computer Procurement Guidelines In years past, computer equipment has sometimes been purchased by schools or departments without consulting first with Technology and Learning staff. This has resulted in equipment that was not fully compatible with our network or systems, or which presented obstacles for technical support. Therefore, all computer and laptop configurations must be approved by Technology and Learning. Concerns related to the efficient deployment of computers, interoperability, and effective tech support must all be considered when purchasing a computer that will be connected to our computer system. Please contact the Director of Technology and Learning for up-to-date computer and laptop system configurations and state contract pricing. Dell computers Nathan Ratlif, Inside Sales Account Manager for Dell Phone: ext Fax (512) nathan_ratliff@dell.com HP computers

2 Vibha Jain, Electronic Systems of Richmond Phone: (804) Website: Electronic Systems of Richmond Lakeridge Parkway, Ste Ashland, VA Aash Thakkur, Chief Sales Engineer Attronica Nuckols Rd. Glen Allen, VA Phone: (804) Fax: Lenovo computers Todd Ohl, Senior Account Manager GovConnection Phone: (603) Virginia Teacher PC Purchase Program (for home computers) The Virginia Teacher PC Purchase Program offers a way for licensed teachers, employed in a full-time teaching capacity in a Virginia public school, to purchase a computer at a discount for use outside the classroom. The computer can be purchased under state contracts at state discounts from current suppliers who have agreed to participate in this program. COW Procurement Guidelines Computers on Wheels (COW) carts are becoming increasingly popular because they are very convenient for teachers, and allow for easy technology integration in the classroom. The following is the recommended configuration: How to Have a COW Cart Balt (manufacturer) SIT-STAND PRESENTATION STAND W/ ELECTRICAL The item number on their website for this cart is: (use the product search feature to search for the item) Laptop $ each, or $ when ordering 4 or more available from Worthington Direct: Part # 20694

3 A laptop approved by Technology and Learning - We have standardized on specific Gateway and Dell laptop computer models. Security cable DEFCON CL Notebook Cable Lock This item is essential for a secure laptop cart, and is easily connected to the laptop using the Kensington security slot. LCD projector We have standardized on Epson LCD projectors, because of the warranty service they offer, and the relatively lower cost of their replacement lamps. Purchase under the Epson Brighter Futures program (see below) Speakers Most any small computer speaker system will be acceptable. However, please check that the transformer and A/C plug won t take up more than one socket on the power strip. $39.99 available from Tech Depot: Part # S Infrastructure Procurement Guidelines School and department initiated infrastructure installations or purchases, such as network cabling, or the addition of network hardware such as switches, wireless access points, etc. must be approved first by Technology and Learning. Physical installations or modifications of facilities must be approved by the Director of Maintenance. All network devices and infrastructure must be fully compatible with our existing network architecture, systems, security, and configurations. Wireless Access Points: Special Note Colonial Heights City Schools has standardized on the D-Link DWL-3200AP access point, with some D-Link DWL-2100AP wireless access points being used in some locations. Our middle and high school now have wireless coverage throughout the school buildings. It is imperative that each purchase and installation of wireless access points must be approved and supervised by Technology and Learning, because each access point added in the vicinity will affect wireless networking communications and may disrupt network operations. NO ROGUE UNAUTHORIZED ACCESS POINTS WILL BE PERMITTED UNDER ANY CIRCUMSTANCES. LCD Projector Procurement Guidelines and Epson Brigher Futures Program We have standardized on Epson projectors that use LCD technology, and all projector purchases should be under the Epson Brighter Futures program. Before purchasing ANY Epson projector, confirm with the Director of Technology that the vendor is an authorized representative under the Epson Brighter Futures program. Purchasing under Brighter Futures is essential for participating in the extended warranty service program and other benefits. Our recommended vendor is listed below.

4 Epson Brighter Futures We have standardized on Epson LCD projectors, because of the warranty service they offer, and the relatively lower cost of their replacement lamps. Purchasing under the K-12 education oriented Epson Brighter Futures program affords considerable cost savings (hundreds of dollars) compared with purchasing through other channels. The program offers benefits for schools to reduce both initial costs, and long-term maintenance costs over the product life cycle. It includes special pricing and dedicated Account Managers, extended warranties, toll-free technical support, and the pricing for replacement lamps for these Epson projectors is typically less than projectors from other manufacturers. Current pricing for LCD projectors under the Epson Brigher Futures program can be obtained from the Director of Technology and Learning, or downloaded from this web page. Current Epson Brigher Futures Pricing Epson Brighter Futures Program for Education Epson Projector Vendor Contact: Russ Spriggs, CCS Presentation Systems 1634 Ownby Lane Richmond, VA office office - (800) fax rspriggs@ccsprojects.com Printer Procurement Guidelines Printers are either connected to our network or a computer on our network. Printers must be interoperable with our computer system, reliable, and easily maintained by staff. The cost of ink or toner cartridges can be considerable over the long term. It is highly recommended that you purchase a printer model that is already deployed in our school division, and which has proven to be reliable. We recommend contacting the Office of Technology and Learning before purchasing or installing printers. Software Procurement Guidelines Software must be compatible with our computers and network systems, as we must be able to efficiently deploy computers with installed software, and provide effective technical support for computers and installed software. Software license compliance is also a matter that requires accountability and oversight. The Office of Technology and Learning has developed official software lists of approved and unapproved software, and supported and unsupported software. Please check these official software lists before purchasing or installing any computer software. These official software lists are published on our website:

5 Note regarding installation and licensing of software: In order to promote a freedom to expedite the instructional use of our computers, and to encourage productivity, staff and teachers typically have computer rights needed to install software on their own classroom or office computers. Please note that the document Regulations Concerning Installing Software and Computer Accounts with Local Administrator Privileges explains the regulations for using your privileges to install software. These regulations must be followed, all software must be legally licenses, and all licensing documentation must be readily available. Supplies Generally most technology supplies do not require approval from Technology and Learning, and will likely be compatible with our systems. However, for items that may require special configuration, please contact a technician from the Office of Technology and Learning. Backup tapes for reasons of data integrity we have standardized on Sony DDS-4 and HP SDLT tape cartridges. Media for CD and DVD burners The general procurement guideline is to never buy generic no-name or off-brand media for a CD or DVD burner. Buy name brand media developed under quality control. Generic media may come from the same factories, but it s a lower grade of media than what is available under the name brand. Media compatibility lists for Plextor DVD burners: Miscellaneous technology supplies Suggested vendor contacts for technology supplies David Kiley, Tech Depot Phone: ext Fax: dkiley@techdepot.com Tech Depot 6 Cambridge Drive Trumball, CT Jon Dennis, Global Gov. Ed. Solutions Juan Andreu, CDW-G Account Manager CDW-G Account # is Phone: (800) or (866) Fax: (847) juanand@cdw.com CDW-G (corporate headquarters) 230 N. Milwaukee Avenue Vernon Hills, Illinois Amber Isaiah, PC Mall Phone: ext. 4961

6 Phone: ext 1522 Phone: Fax: Website: Global Gov. Ed. Solutions 6990 US RT 36 East Fletcher, OH Todd Ohl, GovConnection Senior Account Manager GovConnection Phone: (603) Website: State contract pricing: Derek Jatko, Florida Micro 301B South White Street Wake Forest, NC Phone: (800) x7510 Fax: (919) Website: Printer cartridges If newly manufactured cartridges from the printer vendor are not used, it s recommended that you test a particular cartridge before buying a large number, to verify quality and compatibility. You can save big money with remanufactured cartridges, but occasionally with some printers there may be problems. Schools use different vendors for printer cartridges, and Dove Data and Staples have been found to be reliable. If you discover other reliable vendors with good prices, please contact the Director of Technology so these vendors can be added to this list. Dove Data Melvin Hancock Phone: (800) Fax: (804) Ribbons & Rolls, Inc. (has worked with the city government) Bryan Ware 6 W. Cary Street Richmond, VA Phone: Fax: KMC Cy McPhee P.O. Box Richmond, VA 23255

7 Phone: Fax: