Revised 1/15/07
To state the authority, responsibility, and duties of the Vice President for Information Technology with regard to acquisitions of computer hardware, software, consulting services and/or information technology services.
DEFINITIONS:
Acquisition: The act of coming into possession. To gain, procure, secure or obtain. Includes but is not limited to finding, buying, renting and leasing as well as accepting as a gift or donation.
Dedicated: Set apart and devoted for its expected life, to the single purpose of support of an item of research equipment.
Embedded: Set within an item of research equipment in such a way as to render itself useless if removed from the research equipment.
Pre-approved Acquisitions: Recommended products/services, conforming to prevailing technical specifications and Purchasing Department policies.
Waiver: Properly executed Computer Products/Services Waiver Letter acknowledging the prevailing recommendation and the decision to acquire alternative products/services.
POLICY:
1. Acquisitions of computers will be performed expeditiously and within the constraints imposed by federal, state and local laws and regulations, Business Services Policy BSJ015 (Competitive Bids), as well as prudent management.
2. Acquisitions of embedded or dedicated computers, peripherals and software associated with a single item of research equipment will be justified and approved in the same manner as for any other item of research equipment.
3. Acquisitions covered by this policy are:
a. Type A: free standing and/or general purpose computers and computer peripherals.
b. Type B: computer software and/or consulting agreements (whose subject is or includes computers, peripherals, software and/or software development), and information technology services.
4. The review and approval of the Vice President for Information Technology will be required for Type A and B acquisitions if their costs exceed the limits specified within this policy. Appendix A contains the documentation required for the review and approval by the Vice President for Information Technology.
5. Information Technology will maintain a list of pre-approved products/services that conform to recognized industry standards, have a high market share, and/or are compatible with the technological direction of the University.
6. Acquisitions of products/services not on the pre-approved list when approved alternatives are available must be accompanied by the Computer Products/Services Waiver Letter (Appendix B).
PROCEDURE:
1. Acquisitions of Types A and B pre-approved computer products/services:
a. which in aggregate do not exceed $30,000 shall not need the approval of the Vice President for Information Technology
b. in excess of $30,000 shall comply with the review and approval process detailed in Appendix A.
2. Acquisitions of computer products/services not on the pre-approved list when a suitable pre-approved product has been defined:
a. whose aggregate cost is less than $7,500 for Type A products, or whose aggregate cost is less than $5000 for Type B products/services, must be accompanied by the Computer Products/Services Waiver Letter (Appendix B)
b. whose aggregate cost is $7,500 or more for Type A products, or whose aggregate cost is $5000 or more for Type B products/services, shall comply with the review and approval process detailed in Appendix A, and must be accompanied by the Computer Products/Services Waiver Letter (Appendix B).
3. Acquisitions of Type A computer products for which there is no defined pre-approved alternative and whose aggregate cost (including all items under consideration) is $7,500 or more, shall be subject to the review and approval of the Vice President for Information Technology (Appendix A).
4. Acquisitions of Type B computer products/services for which there is no defined pre-approved alternative and whose aggregate cost (including all items under consideration) is $5,000 or more, shall be subject to the review and approval of the Vice President for Information Technology (Appendix A).
5. Summary of Requirements for Acquisition of Computer
Products/Services:
Type A Products
Less than $7,500- More than
$7,500 $30,000 $30,000
—————————————————————————————————
Pre-Approved No Approval No Approval VP Approval
Not Pre-approved Waiver Waiver Waiver
(a pre-approved VP Approval VP Approval
alternative is
specified on list)
Not Pre-approved No Approval VP Approval VP Approval
(no pre-approved
alternative is
specified on list)
Type B Products/Services
Less than $5,000- More than
$5,000 $30,000 $30,000
————————————————————————————————-
Pre-Approved No Approval No Approval VP Approval
Not Pre-approved Waiver Waiver Waiver
(a pre-approved VP Approval VP Approval
alternative is
specified on list)
Not Pre-approved No Approval VP Approval VP Approval
(no pre-approved
alternative is
specified on list)
No Approval = No approval needed from VP Information Technology
VP Approval = Approval needed from VP Information Technology
(Appendix A)
Waiver = Computer Products/Services Waiver Letter Needed (Appendix B)
APPENDIX A
Acquisitions subject to the review and approval of the Vice President for Information Technology must document:
1. that the proposed computer or software has been benchmarked against
typical computational loads or system needs that it will be subject to
in proposed usage
2. that multiple vendor offerings have been considered (see Business
Services Policy J015, Competitive Bids)
3. that an adequate software and software support plan exists
4. a plan for integrating the new computer system or software acquisition
into the overall computer architecture of the department, school or
other University component, sponsoring the acquisition
5. that the proposed computer system or software acquisition will satisfy
the computing requirements of the department, school or other
University component which is sponsoring the acquisition, for a period
of four to seven years
6. the economic support plan which demonstrates an ability to satisfy
reasonably predictable operating and site preparation costs
7. an impact analysis relative to the work load and operating costs of
other department, school
APPENDIX B
To: Vice President, Information Technology
From:
Subject: Computer Products/Services Waiver Letter
for Acquisition of Hardware/Software
“Business and Finance Policy F005”
I understand that the list of vendors and product lines for computer products/services recommended by the Department of Information Technology can be found here:
http://www.miami.edu/it/policies/Approved_Products_List.pdf
I understand that departments seeking to purchase computer equipment that is not on the pre-approved list when a recommended alternative is available must submit this waiver letter.
In doing so, I acknowledge the contents of this waiver and express my desire to proceed with the non-recommended purchase.
I understand that:
Vendors and product lines are chosen based on industry recognized
leadership, stability, reliability and compatibility. The number of
recommended vendors are limited to minimize the cost of complex
multi-vendor technical support and to maximize the savings of larger
volume purchases. It is also impractical (based on limited resources
being appropriately used) for the university to validate the
reliability of every computer manufacturer or broker who assembles
PCs.
Some of the criteria used in assessing vendor and product reliability
and value are:
UL approved - required
Energy Star compliance - recommended
Recently acknowledged by trade press as a leader - recommended
Recently approved by independent testing lab or service -
recommended ISO certified vendor - recommended
Gartner Group upper tier - required, as appropriate
Top 3 manufacturers by sales and volumes - recommended
There is no claim of lack of fitness or reliability being made
concerning products and vendors not recommended by the Department of
Information Technology. However, when such risk is encountered,
departments assume responsibility associated with deficiencies in
compatibility, serviceability, reliability and safety and will be
held financially responsible when costs are incurred because of this
selection.
My signature below acknowledges the recommendation and yet I have decided to proceed with and assume responsibility for the alternate selection(s) as found in the purchase requisition(s) listed below.
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(signature, account signatory) (date)
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(printed name) (account)
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(purchase requisition order/number[s])
do not write below this line—IT use only
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products/services group qty alternate products/services
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