Quality Education Fund e-Learning Funding Programme—Provision of Mobile Computer Devices and Internet Services Support

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Replacement of Mobile Computer Devices Acquired in the 2021/22 School Year

For schools that have acquired mobile computer devices under this Funding Programme in the 2021/22 school year, the devices would have been in use for more than three years in the 2024/25 school year. If schools have justified reasons to replace these devices, they can submit applications to the IT in Education Section of the Education Bureau (EDB), following the procedures outlined below:

Application Procedures

(1)

Schools download the Form “Application for Replacement of Mobile Computer Devices Acquired in the 2021/22 School Year” and fill in the required information, including:

The reason(s) for replacement of old mobile computer devices
Arrangements for handling the old mobile computer devices
Note: EDB encourages schools to recycle old mobile computer devices except for those old mobile computer devices that have been written off, including using them for other student learning activities, or adopt the "trade-in" option as far as possible when conducting procurement for effective use of resources.

(2)

Schools can fax the completed application form to (No.: 2382 4403) or email (address: ite_qeffp@edb.gov.hk) to IT in Education Section of EDB.

(3)

EDB will normally reply to the school within 14 working days after receiving the completed application form and updating the quantity of devices under the programme, for facilating schools plan the quantity of new devices to be purchased based on actual needs in the 2024/25 school year.

Procurement with the "Trade-in" option

Schools adopting the “trade-in” option in procurement should note the following:

(1)

Include relevant requirements and clauses related to the "trade-in" option in the procurement documents (please refer to the "Sample Technical Specifications for the Procurement of Mobile Computer Device").

(2)

Estimate the number of old devices available for trade-in and make appropriate arrangements based on the different situations, for example:

Mode (i): Quoting price base on the overall condition and the number of the lot of devices

If the students have returned the old devices and are no longer using them during the tendering process, schools can provide the specific quantity of old devices available for trade-in, and arrange interested suppliers to conduct physical inspection for these devices, so that the suppliers can assess their value and provide quotes accordingly. Thereafter, schools should secure these devices to ensure their conditions are maintained until the procurement process is completed, at which point they will be handed over to the supplier for trade-in.

Mode (ii): Quoting an unit price base on estimated quantity of devices

If the devices are still being used by students during the tendering process so that physical inspections by suppliers cannot be arranged, schools can provide in the tender document an estimated quantity range of old devices as well as their conditions for trade-in(schools may made reference to the trade-in standards commonly accepted by the trade sector), for facilitating interested suppliers to quote the unit trade-in price. After the newly procured devices have been distributed to the students, schools can arrange the old devices meeting the conditions to be collected by the supplier for calculating the actual cost to be paid by schools in the procurement. Schools should note that suppliers may have a minimum quantity requirement for the trade-in devices, and the returned trade-in price is valid for a short period of time. Schools should proceed with procurement as soon as possible after completing the quotation.

Example

Schools provide the decription of the devices and a quantiy range of old devices for trade-in, and the suppliers return the trade-in price per unit in the last column of the table below.

Item Number	Description of the Trade-in Mobile Computer Device	Estimated Quantity Range	Supplier to offer Trade-in Price per unit of the Trade-in Device (HK$)
A01	Example: Apple iPad Gen 8 32GB Wi-Fi The devices are in good condition, they can be powered on and operated normally, as well as meet the requirements below:- The display has only minor scratches, discoloration and/or white spots and no obvious liquid under the display The buttons are functioning normally The enclosure has only minor scratches, dents and bends The camera lens are intact and undamaged	Example: 20 - 30	Example: $XXX

Schools can determine the supplier by calculating and comparing the total cost using the upper limit of the device quantity range. The method is as follows:

(Number of New Devices × Unit Price) — (Upper Limit of Number of Old Devices i.e. 30 × Unit Trade-in Price)

(3)

Before proceeding with the trade-in process, it is necessary to conduct the followings for the old devices:

(i)

Reset the following that have been applied to the devices

Turn off the password-protection to unlock the device
Disable any tracking features or services
Release the device from the control by any Mobile Device Management System (MDM)

(ii)

Perform a factory reset for data erasure on the devices

(Note: schools wanting to engage the successful supplier to perform the data erasure should note that the cost for the service is not covered by Quality Education Fund).

For enquiries, please contact IT in Education Section of EDB at 3698 3670 or 3698 4149.