• Overview & Applicability

    Updated: 2016-09-21

    This Web page serves 2 purposes:

    1. To provide step-by-step instructions for University employees and organizations that wish to purchase and implement technology equipment, products or services in accordance with University guidelines and policies; and
    2. To provide an overview for vendors that wish to understand the University's process for procurement of information technology (IT) products and services.

    This process applies to all IT-related procurements; however, the review & approval workflow is designed to scale according to scope & impact of the procurement.

  • Quick Links

    View your IT procurement request status (myCI login required)

Step 1. Determine your Procurement Type (Standard or Custom)

Is this procurement for standard university equipment (such as standard desktops, laptops, tablets, or other computing accessories, as described on the T&C Quotes page)?

If the answer to this question is YES, your request is a standard procurement request. Please visit the T&C Quotes page. Once you locate and download the quote you need, please begin a standard IT procurement using the button below. NOTE: once you submit your standard IT procurement, proceed to Step 5 in this process.

Begin a standard IT procurement (myCI login required)

If the answer to this question is NO, your procurement request is custom (non-standard). Please proceed to Step 2. below. 

If you're not sure how to answer this question, please contact the T&C Project Management group for guidance.

Step 2. Determine the Procurement Threshold 

Does the requested custom (non-standard) product or service meet any of the following criteria?

  1. Will it cost more than $5,000 (one time) OR more than $10,000 (over the next 2+ years)?
  2. Will it require more than 60 IT staff hours to procure & implement? 
  3. Will it require ongoing maintenance or funding by the Division of Technology & Communication? 

If the answer to ANY of these questions is YES, your request is a major custom procurement. Before proceeding to Step 3 below, the procurement must be reviewed, approved and submitted by your Division Project Coordinator (DPC) and your division VP, in accordance with the T&C Business Practice on IT Project & Procurement Governance. Please contact your assigned Division Project Coordinator for more information. Your DPC will notify you when to proceed to Step 3 below. 

If the answer to ALL of these questions is NO, your request is a minor custom procurement. Please proceed to Step 3 below. 

If you're not sure, please contact the T&C Project Management group for guidance.

Step 3. Gather information from the vendor, and submit a Custom Procurement Request

  1. The University employee or organization requesting the procurement (known hereafter as the Requester) will first complete the following steps: 

    1. Ask the vendor to complete a Voluntary Product Accessibility Template (VPAT), and return an electronic copy to the Requester. (Download VPAT Form and Instructions in MS Word format)
    2. Obtain an up-to-date quote and contract from the vendor. If the item is being procured from the CSU Chancellor's Office (CO), then the Requester will need to obtain an electronic copy of the CO agreement with the campus. 
    3. Complete the IT Procurement Impact Assessment (ITPIA)  (the Requester will receive email confirmation of its completion).
  2. Once these three items have been obtained and completed, the Requester shall fill out and submit the online Custom IT Procurement Request form (myCI login required). During the submission process, the Requester shall attach the above documents to the procurement request in electronic format. The submitted request will automatically be assigned to Procurement & Logistical Services and Division of Technology & Communication (T&C) staff for review and approval. 

    Begin a Custom IT Procurement (myCI login required)

Step 4. Contract Review and Technical Review

  1. Procurement shall review the vendor quote and contract to ensure that the vendor’s terms align with CSU purchasing guidelines, and approve the quote and contract terms.

  2. In parallel with the Contract Review, T&C staff shall complete a Technical Review of the accessibility, security, data and infrastructure impact of the proposed procurement. During this process, T&C shall evaluate whether the product should be exempt from a technical review, and shall verify that the VPAT and IT Procurement Impact Assessment have been completed correctly and submitted. 

    During the accessibility review, T&C staff shall use the IT Procurement Impact Assessment to evaluate the risk and impact of the procurement on the campus community. Based on the risk and impact, accessibility testing of the product or service may be required before the procurement can continue. T
    he Requester may also be required to submit two additional documents before the procurement can continue:

    an Equally Effective Alternate Access Plan (EEAAP), which shall be completed by the Requester; and
    an Accessibility Roadmap, which shall be completed by the vendor and delivered to T&C by the Requester.  

    Download the EEAAP Form (MS Word format) 
    Download the Accessibility Roadmap (MS Word format)

  3. Once the Contract Review and Technical Review have been completed and approved by Procurement & T&C staff respectively, they will be automatically routed to Step 5 of this process. 

    View your IT procurement request status (myCI login required)

Step 5. Approval by the Vice President for Technology & Communication

The Vice President for Technology & Communication (VP T&C) or designee shall approve each  IT procurement request. The VP T&C (or designee) receives and approves IT procurement requests electronically using the TeamDynamix ticketing system.

View your IT procurement request status (myCI login required)

 

Step 6. T&C sends procurement package to Procurement. Requester issues online requisition. 

T&C staff shall notify the Requester that they are approved to issue an online requisition (also known as the Request for Goods & Services (RGS)). T&C staff shall send the procurement documentation package (including vendor contract, quote, VPAT, and other required documents (such as the EEAAP and Accessibility Roadmap, if applicable)) to Procurement. T&C staff indicates completion of this workflow step electronically. 

The Requester may then submit their online requisition to Procurement in accordance with Procurement operations procedures.

View your IT procurement request status (myCI login required)

Step 7. Procurement Review & Approval

Procurement staff then complete a final review & approval of the procurement package, and indicate completion of this workflow step electronically. 

View your IT procurement request status (myCI login required)

Step 8. Procurement issues a purchase order (PO)

Procurement issues the purchase order for the product or service, and indicates completion of this workflow step electronically. 

View your IT procurement request status (myCI login required)

 

Step 9. Launch the equipment, product or service.

Requester and T&C staff coordinate the installation, configuration and launch of the IT product/service. Most frequently, the launch of a new product/service shall take place in the context of a new T&C IT project. Upon launch of the product/service, the Requester and "Person Responsible" (as designated in section 3D of the EEAAP) shall coordinate implementation of equally effective alternative access as necessary.

Learn More

Learn about accessibility evaluation and testing for IT products & services

Related Forms

Need Help or Have Questions? 

Please contact Peter Mosinskis at peter.mosinskis@csuci.edu 

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