Negotiate & Purchase - Edtech Pilot Framework

Negotiate & Purchase

Speech balloons showing a laptop and a school

When determining whether to continue or scale up product use, refer to the pilot data. Districts can leverage pilot evidence to negotiate a tailored solution (e.g., partial purchase, second round of pilots with additional users, etc.) with product developers.

With open lines of communication, districts and product developers can reach mutually beneficial solutions.

Work with Edtech Providers

“I would pay more for a product knowing that I have a relationship with that product developer and I’m not just an account number. We use products where we can get immediate interaction and support.” — Scott Miller, Principal, Avonworth Primary Center

Tips for Success!

A list of tips
  • Consider alternatives to universal adoption
  • Review pricing models carefully to ensure fit with intended use
  • Maintain open communication with ed-tech providers

Tools & Resources

For definitions of our taxonomies, see our About section.

CBCSE Cost Toolkit 
From CBCSE

This tool is designed to facilitate the estimation of costs and cost-effectiveness of educational programs.

Cycle-based Budgeting Toolkit 
From Cycle-based Budgeting

The Cycle-based Budgeting (CBB) calls for a new approach to funding new initiatives or programs as well as tackling ineffective existing programs. Specifically, it provides a solution that allows districts to: 1) demonstrate alignment with districts priorities, 2) describe budget needs and intended use, 3) identify target measurable outcomes (either academic or non-academic), and 4) articulate time needed to achieve the target outcomes, which becomes the cycle for the program to be implemented and reviewed. By addressing the challenges districts face for budgetary decisions through Cycle-based Budgeting, the tool empowers educations leaders to make informed and tough decisions, with a goal of more optimal use of taxpayer money to improve student learning.

Vancouver Public Schools’ Interoperability Vendor Survey 
From Vancouver Public Schools

Vancouver Public Schools has developed this survey for vendors in order to understand that data interoperability capacity of potential digital tools.

Digital Learning Now Procurement Guide 
From Digital Learning Now

A report outlining 12 keys to smart edtech procurement.

K12 Blueprint Contract Negotiations with Vendors 
From K12 Blueprint

A step-by-step guide for negotiating contracts with ed-tech vendors.

The EdSurge Guide to Choosing, Vetting and Purchasing K-12 Edtech Products 
From EdSurge

A compilation of articles about choosing, vetting, and purchasing edtech products, along with additional resources.

Vancouver Public Schools Digital Advisory Team’s Guiding Questions 
From Vancouver Public Schools

Developed by Vancouver Public Schools, this resource provides guiding questions that the district’s Digital Advisory Team uses to make procurement recommendations.

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