Frequently Asked Questions

STATEWIDE INTERNET CONTENT FILTERING BID
 

FREQUENTLY ASKED QUESTIONS
 

Q: How many vendors were awarded contracts?
Q: When will contracts begin?
Q: What is the length of the contract?
Q: What does licensing include?
Q: Is the licensing cost based on a pre-paid contract?
Q: How will I be invoiced?
Q: How will ordering be done for this contract?
Q: What happens if I have a current contract with one of the two vendors that extends beyond July 1, 2015?
Q: Can non-public schools, public schools not participating in TRIG and public libraries purchase off of this statewide contract?
Q: How do I know what FTE count to use for purchasing licenses?
Q: Does purchasing off of the Statewide Internet Content Filtering Bid using SPOT automatically negate the need to solicit competitive bids for Internet Content Filtering licensing and appliances within my district? Does purchasing off of this Bid  meet the Best Practice of obtaining competitive bids for the provision of 2014-15 non-instructional services?
Q: How do I find information about the awarded items on the Internet Content Filtering Bid?
Q: How do I register as a SPOT user?
Q: How do I use SPOT to purchase off of the Internet Content Filtering Bid?
Q: When do I have to have my purchase order submitted?
Q: What do I need to include on my purchase order?
Q: What money can we use to purchase off of the Internet Content Filtering Bid?
Q: How do I get questions answered that are not addressed in these FAQs?

Q: How many vendors were awarded contracts?
A: Contracts with two vendors, iboss and Lightspeed Systems, were awarded as a result of the 2015 Statewide Bid for Internet Content Filtering.     Back to Top

Q: When will contracts begin?
A: An ISD, district or public library can begin a contract with one of the two awarded vendors at any time between July 1, 2015 - June 30, 2018 and receive the bid price.     Back to Top

Q: What is the length of the contract?
A: The length of the contract between an ISD, district or public library and a vendor will vary based on the start date of the contract but in most cases will end on June 30, 2018. There are also shorter and longer term contracts available. Check the Internet Content Filtering catalog in SPOT and talk to the vendor.    Back to Top

Q: What does licensing include?
A: The licensing cost from both vendors includes content filtering, mobile device filtering on and off network and reporting. Additional features such as mobile device management, hardware, products and services are available at the prices listed in the Internet Content Filtering catalog in SPOT.     Back to Top

Q: Is the licensing cost based on a pre-paid contract?
A: Both vendors are offering several options for licensing. Check the details in the Internet Content Filtering catalog in SPOT.     Back to Top

Q: How will I be invoiced?
A: The vendor will directly invoice the ordering agency for purchases.     Back to Top

Question: How will ordering be done for this contract?
A: Orders must be placed through SPOT at http://remcbids.org.  See other FAQs for instructions on how to set up a SPOT account and order through SPOT.    Back to Top

Q: What happens if I have a current contract with one of the two vendors that extends beyond July 1, 2015?
A: If you choose to continue with the same vendor, you will enter into a new contract with the vendor, and you will receive the bid price effective July 1, 2015.    Back to Top

Q: Can non-public schools, public schools not participating in TRIG and public libraries purchase off of this statewide contract?
A: Yes! Non-public schools, public schools not participating in TRIG and public libraries can purchase off of this statewide contract.     Back to Top

Q: How do I know what FTE to use for purchasing licenses?
A: For 2015, the official 2014 Fall Count from MDE will be used to determine the FTE. The vendors have been given this information and you can access it here.    Back to Top

Q: Does purchasing off of the TRIG Bid using SPOT automatically negate the need to solicit competitive bids for devices for my district? Does purchasing off of the TRIG Bid meet the Best Practice of obtaining competitive bids for the provision of 2014-15 non-instructional services?

A: Per the MDE Budget Office, "It depends on the district's bidding policy. If it has a district policy that indicates that the district uses some collaborative bid process to obtain services, it meets the requirement." Each district should check their local board policy to see if it allows them to use a collaborative bid process. If so, use of the Internet Content Filtering Bid to purchase devices would meet this best practice.      Back to Top

Question: How do I find information about the awarded items on the Internet Content Filtering bid?

  1. Once logged in to the http://www.remcbids.org site, click on SPOT in the upper menu on the gray bar. (If you are not logged in and click on SPOT, you will be prompted to log in.)
  2. Under the Internet Content Filtering Bid 2015 heading on the left, click on View ICF Bid Catalog. The awarded items are listed in the main content area of the screen.
  3. To filter the items by vendor, click on either iboss or Lightspeed below Internet Content Filtering Bid in the left menu.
  4. For more details about an item, click on the title of the item in which you are interested. For your convenience, you can create an itemized shopping list from which you can develop your purchase order. Note: The shopping list will NOT submit an order to the vendor(s).     Back to Top

Q: How do I register as a SPOT user?

A: If you do NOT have a REMC account:

  1. Go to http://www.remcbids.org/ .
  2. Click on Login or Register in the upper right hand corner.
  3. Click on Click Here below Need to Register.
  4. Complete the form and make sure to select Yes in the SPOT User dropdown.
  5. If you are a non-public school or a public library (even though it seems contradictory), select Yes in the Non-Public dropdown and make sure to input your school or library name in the Building field. [I'm sure it seems odd to select Yes in the Non-Public field if you are a public library, but this year that's the way the system is set up. Thank you for bearing with our quirks:)]
  6. Click Save at the bottom of the form.

 If you already HAVE an account on the REMC bid site but are not a SPOT user:

  1. Log in at http://www.remcbids.org/.
  2. Click on Profile in the upper right corner of the screen.
  3. Review your information, and update any information that needs to be changed. It is important that the district and email address noted are correct. Note: If your email address or district has changed, you will need to set up a new account; they cannot be changed once you set up your account.
  4. Select Yes in the SPOT Forecast User dropdown.
  5. Click Save at the bottom of the screen.
  6. Log out and then log back in, and you will be able to access SPOT.  Back to Top

Q: How do I use SPOT to purchase off of the Internet Content Filtering Bid?

A: You must be registered as a SPOT user in order to upload a purchase order.

  1. Log in at http://www.remcbids.org/.
  2. Click on SPOT in the gray menu near the top.
  3. Under Internet Content Filtering 2015 Bid in the left menu, click on View ICF Bid Catalog. The awarded items are listed in the main content area of the screen. You can filter by vendor by clicking on iboss or Lightspeed below Internet Content Filtering Bid on the left menu.
  4. Click on the title of a item for more details. For your convenience, you can create an itemized shopping list from which you can develop your purchase order. Note: This will NOT submit an order to the vendor(s).
  5. Create a purchase order as you usually would in your district or library. Please make sure that your purchase order is itemized and that it includes the following: the item number, model number/name, product/part number, quantity of item that you want to purchase, bid unit price and contact info.
  6. When you are ready to submit a purchase order, click on SPOT in the gray menu to return to the SPOT home page.
  7. Click on Submit PO under the Internet Content Filtering Bid 2015 on the left and you will be taken through two steps.
  8. In Step 1,  enter the PO Number, PO Total, PO Date and select the vendor from the dropdown box, and then click Next.
  9. In Step 2, upload your PO by clicking on Choose File to select the file from your computer, and then click Submit PO. Once your PO is submitted, you will be on the Purchase Order Status screen. The Purchase Order Status screen displays all purchase orders that you have uploaded. A link to the PO file that you uploaded is now available from this screen.
  10. NOTE: If you would like to purchase by credit card, you still need to submit your order through SPOT following the steps above, but make a note on your purchase order "Paying with credit card. Please contact me for payment information."  Back to Top

Q: When do I have to have my purchase order submitted?

A: The purchase window for the Internet Content Filtering Bid runs from 7/1/2015 through 6/30/2018. A purchase order may be submitted any time within this window. All purchase orders must be submitted by 11:59 PM on the last day of the purchase window. After 11:59 PM on June 30, 2018 the PO upload feature in SPOT will no longer be visible.     Back to Top

Q: What do I need to include on my purchase order?

A: Please make sure your purchase order is itemized and includes the item number, the model number/name, the reseller product number (if available), the quantity of each item to be purchased and the unit price. All of this information is available in the Internet Content Filtering Catalog. A quote may be attached, but the purchase order should still be itemized. Only items on the Internet Content Filtering bid should be included on POs uploaded in SPOT. Other items should be submitted directly to the vendor via email or fax on a separate PO.   Back to Top

Q: What money can we use to purchase off of the Internet Content Filtering Bid?

A: Any funds approved by the district for technology purchases (Category 1 funds, bond funding, general fund, etc.) can be used to purchase off of the Internet Content Filtering bid. Check with your district finance office, if you are not sure.     Back to Top

Q: How do I get questions answered that are not addressed in these FAQs?

A: Please email purchaseorder@remc.org.     Back to Top