SECTION CONTENTS 500.00 Approvals prior to purchase 510.00 Filing systems or Microfilm Equipment 520.00 Information Technology Resources (Hardware, software, and services)
Departments are required to obtain approval PRIOR to purchase of the following supplies or services regardless of delegated authority:
510.00 Filing Systems or Microfilm Equipment
Departments are required to obtain approval from the State Records Management Bureau prior to purchasing filing systems or microfilm equipment. To obtain approval, complete a "Justification to Acquire Major Office Equipment" (MOE) form per Appendix G. Submit the MOE form (fax or email) to Procurement Services. We will forward the MOE form to the Records Management Bureau for approval and provide the Department with a copy once approved. Departments must attach the approved MOE form with the Banner Payment Authorization (BPA).
520.00 Information Technology Resources
MSU policy requires submission and approval on the "Data Processing Equipment and Software" (DPES) form (see Appendix C) prior to the purchase of any computer related equipment or software over $500.00 on a single purchase order to any vendor. Departments are required to obtain approval from the MSU-Bozeman Information Technology Center (ITC) Computer Store. IT resources include computers (hardware and software), peripherals, associated services and infrastructure, and related items.
The ITC Computer Store is MSU's campus representative to provide expertise and guidance on IT to Departments. Procedures established herein are designed to reduce processing time; allow flexibility in the placement of orders; consider compatibility with the current MSU computing environment; and strive for the optimum value for MSU and the Department. The ITC Computer Store is responsible for establishing purchasing agreements with Dell, Compaq, Apple, SGI computers, and Hewlett Packard printers. The SPB has established Term Contracts for Dell, IBM and Hewlett Packard Laser printers. ITC has established an educational agreement with Apple Computer. In addition, ITC is an educational reseller for Silicon Graphics workstations and has established software-licensing agreements with numerous software vendors. Compaq computers may be purchased via a contract established by the Western States Contracting Alliance (WSCA). There may be situations where the purchase of Non-Term Contract PC's and printers is necessary. Information on all of the contracts and agreements is available from ITC. Please refer to the Appendix M for a listing of current term contracts; some of these contracts are optional use for the Montana University System.
For IT purchases, departments must submit a Purchase Requisition and DPES form to the ITC Computer Store. ITC will review the Purchase Requisition and provide a recommendation to the department and return both forms to the department. After receipt of ITC's recommendation, the department may modify the requisition to follow ITC suggestions or continue as planned. The Purchase Requisition and the approved DPES form are sent on the approval route described in Appendix E.
The following alternatives are provided for your convenience and may eliminate the need for approval on the DPES form:
PC Term Contract orders placed with the ITC Computer Store
Procurement Services recommends that Departments submit their requirements to the ITC Computer Stores. The ITC Computer Store will order directly from contracts established with Apple, Compaq, and Silicon Graphics, on behalf of Departments. When using this approach, Departments should contact ITC at 994-2900 and access information on the ITC web site at http://www2.montana.edu/itcstore. This approach is recommended because the order will be placed more efficiently; Departments may save additional costs; and a DPES Justification form is NOT required. For orders placed with Compaq, Departments are required to prepare a Departmental Purchase Order (DPO) made out to Compaq and submit the DPO to the ITC Store. Complete Compaq ordering information can be found at http://www2.montana.edu/itcstore/compaq.htm
- PC orders placed directly by departments
Departments are authorized to issue orders within their delegation authority limits. However, PRIOR to issuance of a Departmental Purchase Order that exceeds $500, Departments must submit a DPES form to ITC Computer Stores for approval. Departments are authorized to order items directly from the Term Contract vendors, regardless of the cost, however a DPES form is still required. Please be advised that Departments will NOT receive the educational discount unless the ITC Computer Store places the order for you. The Computer Store purchases software licenses in large bundles that allow steep discounts to departments; therefore, the best method of acquiring software is through the Computer Store.
- Non-Term Contract orders placed by departments
Departments are authorized to order PC's and peripherals from Non-Term Contract suppliers, within their delegation authority. When using this approach, the DPES form must be submitted to ITC and approved by ITC PRIOR to purchase, if the value exceeds $500 for any single order. Network compatibility and maintenance considerations will have a bearing on the ITC response. Departments must submit a Purchase Requisition to Procurement Services for purchases of non-Term Contract computer equipment, software, and printers with a total contract value greater than $25,000. The approved DPES form must be attached to the Purchase Requisition
- Purchases from Term Contracts (TC)
Departments must ensure that the State TC number appears on all invoices for payment. Please place the TC number in the lower right-hand box on the BPA. Contracts established with the Western States Contracting Alliance (WSCA) are treated as State Term Contracts if the contract was established for use by Montana State agencies, including MSU. Contracts established for use by Montana state agencies and/or the Montana University System are approved for use by MSU.