EdTech vendor questions for school RFPs

Before your board approves a multi-year edtech contract, ask vendors questions that surface real fit — not demo polish. Use this list in RFPs, panel interviews, and trial agreements. It complements how NZ primary schools evaluate edtech in 2026 and NAG 5 privacy guidance.

Curriculum and pedagogy

1. Show explicit mapping to NZC learning areas and refreshed progress outcomes on Tāhūrangi — not generic international standards.
2. How do you support Te Mātaiaho implementation for the learning areas we prioritise this year?
3. Provide NZ school references we may contact (similar roll and context).
4. How do kaiako customise sequences for local curriculum?
5. What evidence do you have of impact on learner progress (NZ context preferred)?

Privacy and data

6. Complete our student data stewardship checklist — attach data flow diagram.
7. Where is data hosted? Options for NZ/AU residency?
8. Do you use student data for advertising or AI model training?
9. Provide standard school data processing terms.
10. Breach notification process and historical incidents (summary).

Technical and operations

11. SSO protocols supported; SMS rostering fields required.
12. Timeline and cost for SSO rollout with our stack.
13. Offline or low-bandwidth behaviour in classrooms.
14. Accessibility (WCAG) and support for diverse learners.
15. API or export if we leave — format and notice period.

Commercial

16. Total cost of ownership: licences, setup, PLD, annual increases.
17. Whole-school vs per-teacher pricing; what happens if uptake is uneven.
18. Contract length, termination, and data return on exit.
19. Roadmap for the next 24 months — features that affect privacy or curriculum claims.

Implementation

20. Named NZ-based support contact and response times.
21. PLD included; languages available for whānau training.
22. Success metrics you recommend — and how you will report them termly.

Score responses; do not award on demo alone. Align procurement with your digital strategy template.

Trial period clauses

Include in trial agreements:

• Maximum learner count and duration
• Right to terminate without penalty if privacy review fails
• No auto-renewal into paid contract without board action
• Data deletion deadline if trial ends

Demo discipline

Vendors prepare polished demos. Require:

• Live login as a teacher and student account on your network
• View of teacher reporting and whānau-facing screens
• Written answers to this question list submitted 48 hours before demo
• Reference school contact details

Assign a note-taker who scores each section immediately after the session.

Contract and board paper alignment

Attach to board papers:

• Summary scores across vendors
• Privacy checklist outcome
• Total cost of ownership table (three years)
• Syndicate trial feedback quotes (anonymous if needed)
• Recommendation with clear dissent recorded if leaders disagree

Trustees should see risks as well as benefits — especially offshore data and AI roadmap items.

Scoring tip

Weight categories to match your kura’s current priorities — often 40% curriculum, 30% privacy, 20% technical, 10% commercial for first-time whole-school platforms.

Post-award implementation

Winning the RFP is the start. Schedule SSO rollout, PLD, and a termly review against the success metrics you asked the vendor to report.

Keeping the question bank current

Review this list annually. When Tāhūrangi publishes new learning areas or the Privacy Commissioner updates guidance, add questions that reflect those changes. Store the master copy on your leadership drive with version dates so procurement committees do not use outdated criteria. Share the current version with syndicate leads before any informal trial begins.

LearnSpace answers these questions transparently for NZ primary kura. Browse apps, explore school plans, or read more under edtech strategy and the schools blog.