Procurement
How districts buy Beacon.
1. The price is the quote
District plans: $1.00 per student per year for the first 5,000 students, $0.85 from 5,001 to 20,000, $0.70 above that, $900 minimum, every module included. Terms on the pricing page.
| Enrollment | Annual price |
|---|---|
| 800 students | $900 (the minimum applies) |
| 2,000 students | $2,000 |
| 5,000 students | $5,000 |
| 20,000 students | $17,750 |
For a signed quote or an order form on letterhead, email hello@beaconhelpdesk.com with your enrollment count. It comes back within one business day.
2. Below the formal bid threshold
$900 to $17,750 a year is under the competitive-bidding threshold in every state we checked. Confirm with your business office: thresholds change and district policy can be stricter.
- Illinois: $35,000 since January 1, 2024 (summary of 105 ILCS 5/10-20.21).
- Michigan: $31,321 for fiscal 2025–26 (summary).
- New Jersey: $39,000, or $53,000 with a qualified purchasing agent, from July 1, 2025 (Local Finance Notice 2025-08).
- Pennsylvania: bids above $23,800 in 2025, three quotes from $12,900 to $23,800 (IU13).
- New York: purchase contracts over $20,000 (NYSED).
- Texas: $100,000 from September 1, 2025 (Education Code 44.031).
- California: $119,100 from January 1, 2026 (CDE).
Below it, districts usually sign under the superintendent's delegated authority or on a consent agenda. Wilkes County Schools (NC) lets the superintendent sign up to $25,000 (policy), Shelby County Schools (TN) up to $99,999 (policy 2012).
3. Which budget line
One general-fund operating subscription, not a capital purchase, split between departments as you choose. Code the facilities share to NCES function 2600, Operation and Maintenance of Plant, and the technology share to 2580 or 2230 (NCES chart of accounts).
4. Timing
Most fiscal years start July 1. Texas allows July 1 or September 1 (TEA).
A 90-day pilot started in the fall ends before winter break, leaving spring to decide inside the next budget. It never converts on its own: on day 90, sign at the published price or export your data.
5. Paperwork by email
- Purchase orders accepted. Invoiced annually in advance, net-30 for public entities.
- W-9 and vendor form on request.
- Student data privacy agreement, including state model agreements, signed before you import real records. Pilot sample data has no real people.
- Security questionnaires: security@beaconhelpdesk.com. Most answers are on the security page and whitepaper.
- Terms: the online terms. Your district agreement takes precedence where they conflict.
- Price lock: three years from signature, no escalator. Renewal reminders 90 days out. Cancel any time.
6. Who does what
In the districts we have read about, the technology director evaluates, the facilities director checks that the work-order queue fits the crew, and the business office signs. A person answers at hello@beaconhelpdesk.com.
This page describes public records and Beacon's own terms. It is not legal advice; your district's purchasing policy governs.