LCS Technology Hardware & Software Purchasing Guidelines

Technology & Information Services Sharepoint site:  http://sharepoint.leon.k12.fl.us/tis/default.aspx
Frequently Asked Questions: http://techfaq.leon.k12.fl.us

Consistent with School Board policy (8.01 (6-8)) “Software programs and applications installed or used on district or site networks shall meet district standards and guidelines in order to ensure acceptable compatibility, integration, and security of data and systems.”  Also, “Provision for major automated systems maintenance and improvements shall be made as part of the long-range and annual budget/planning process; involving capital, general, and special fund options.  T&IS, in working with the respective program administrators and users, shall maintain standards, and make improvement plans and recommendations (F-10, 13.).”

1. Purchase of PC(s) (see exceptions below) from Standard Vendors: All purchases of computers must be from one of the standard vendors with the exceptions noted below. The district has identified Apple and Dell as the standard vendors as approved by the Technology Maintenance Committee. All purchase orders shall be reviewed by T&IS for compliance to this standard. Purchase orders found not to be in compliance shall be returned to the site for correction. Requirements for the purchasing from the standard vendor include:

1. The standards apply to the purchase of all new desktop computers.
2. The standards do not apply to servers which are considered “specialized” systems. T&IS will approve all “specialized” purchases through our purchase order review process.
3. The standards do not apply to laptops. It is still encouraged, however, that sites purchase from our standard vendors for laptops, if at all possible to assist with compatibility.
4. The standards do apply to refurbished (i.e. used) desktop systems. Buyers are cautioned of the risk associated with purchasing used equipment.
5. The standards do not apply to “special use” systems. An example of a special use system is a PC that is heavily modified for a child with disabilities. T&IS will approve all “special use” purchases through our purchase order review process.

2. Exceptions to Purchasing From Standard Vendors: Exceptions to ordering from “standard” vendors can be approved by T&IS for extenuating circumstances. A letter from the site administrator to T&IS requesting an exception be made must be sent and approved before the purchase order is requested from Purchasing. All systems exempted will be ineligible for district maintenance and the site will be responsible for maintenance for the life of the system. No district technical support will be available for these systems.

3. Total Cost of Ownership (TCO) and Standardization: A major focus for standardizing is to reduce the Total Cost of Ownership (TCO) of PC(s). This will be accomplished as follows:

1. The standardized PC(s) work the same way and have similar recurring costs, such as tech support, software, and maintenance costs. Standardizing allows increased productivity from maintenance dollars. The maintenance provider will have to stock fewer parts and can reduce “repair time” because they will be more likely to have the exact part needed for the repair in-house.
2. A reduction in the number of different types/configurations of machines to support will greatly increase the efficiency of the district’s tech support staff.
3. The time it will take to complete a purchase order will be reduced by standardizing with two vendors.

4. Purchase Hardware and Networked Software Order Review: District purchasing procedures require a review of all computer hardware and networked software purchase requests by T&IS. Requests will be examined for conformance to these standards, for installation and maintenance provisions, and assurance that the configuration is valid for the intended use. 

5. The District Maintenance Plan: T&IS is responsible for providing maintenance options for all standard core district technology related equipment and software. These options include contracted maintenance services for personal computers and related peripherals, network file servers and software, mainframe related items, and scanners. District maintenance for PC(s) shall be based upon the following:

1. All new systems are highly recommended to be purchased with a 3-year warranty.  Sites are not required to purchase systems with warranties, but no district maintenance funds shall be expended for any system 3-years old or less.
2. Maintenance of desktop systems in the 4^th - 5^th year of life, shall be covered by the district maintenance contract.
3. Printers over $500 shall be covered by the district maintenance contract up to the fifth year of life.
4. Laptop and Personal Digital Assistants (includes notebooks, palmtop, etc.) are not covered by the District maintenance contract because of their proprietary nature and high repair cost. To insure uninterrupted use, sites should consider extended warranties for these items.