The amount of training in both areas should be included in the contract. Choose technology that has been proven in applications similar to yours. Include this in the contract. Try to establish the hidden costs, such as retrofitting, overtime, insufficient training, travel, and working with viruses and incompatible hardware. Put it in writing if the issue is important.
Most problems occur when reaching only a verbal understanding.
Check with other schools that have gone through a retrofitting experience. Their experience in these areas can be invaluable. Read the fine print. Request breaking the project down into clearly defined phases where completion of all phases is contingent on customer satisfaction. Have Board attorney read the fine print.