Procurement Policy

• Computers - We will always recommend complete systems and produce a request to procure for the department and recommend a suitable HUB vendor that has the system. If the department requests we can handle the procuring of the recommended system.
• Peripherals - We will always recommend peripherals like printers, scanners and external hard disk drives to the client. If the cost is over $1000 we will produce a request to purchase for the department, which they can route through the Procurement Department. If the purchase is under $1000 we will put the part and vendor recommendation in writing so the department can use their procurement card. We will recommend a suitable HUB vendor that has the component when possible. If the department requests we can handle the procuring of the recommended peripherals.
• Parts and services - We will always procure parts for the client and will never require the department to procure their own parts. This will help both OIT and the department. We are better equipped to know what to procure and how to purchase computer parts. This saves the department from having to get the part and it ensures that recommended part is procured. This includes parts for systems under warranty. It should typically take OIT less time to procure the correct part. The time we spend in procuring and billing for the parts is well worth the University’s time. We will procure the parts as quickly as possible. Costs need to be reasonable but time will be the primary concern.

Procedure for Procuring

• Parts and services
  • Parts from a vendor that we have an account with such as: HP, Dell, Apple, CTG - Will be ordered directly from that vendor.
  • Miscellaneous parts such as memory, cd_roms, harddrives will be ordered through For UT Arlington Computer Store.  Technicians can look up pricing on the web and/or have the store handle. If the technician locates the pricing then they will create a PO inside of PIMS | then inside call ticket they will create an assignment to computer store | and lastly in the call ticket add a new journal entry and put in PO# / Dept's Acct# to charge / Vendor info / Part # / Pricing
  • If the item is something the For UT Arlington Computer Store cannot procure then the Technician will locate the vendor | Get an RTP for it using Shop 18# Acct | Give this to Rusty to get it ordered
  • If the item is Urgent then Technician will locate the vendor | get with Dave and/or Pat to have them order via web or phone with their credit card.  Technician should go to Jason and/or Anna for ok before going to Dave/Pat.