Chapter 22. Purchasing
Section 22.4. Special Purchases

22.4.5. Computers

Aggregate Purchase Cost: The total of all costs that will be required during the first three years of the purchase of a computer system.

The Computer Advisory Committee (CAC) has developed guidelines to follow when purchasing computer hardware, software, or other information processing services when the value is more than $49,999.99. Refer to the CAC Library Web site http://www.it.mtu.edu/cac/, to review the computer acquisitions guidelines in their entirety.

Different information and approval reviews exist based upon the funding needed for the computer purchase. In the levels below, the aggregate purchase cost is defined as the total of all costs for the system that will be required during the first three years:

• If the aggregate purchase has a value of less than $15,000, no review is required.



• If the aggregate purchase has a value between $15,000 and $50,000, a copy of the purchase requisition will be sent to the chair of the Computer Acquisition Subcommittee for informational purposes. No formal review will be conducted unless the purchase appears to violate the acquisition standards.



• If the aggregate purchase is between $50,000 and $100,000, the Acquisition Subcommittee must review the acquisition and prepare a recommendation on the system for action by the Provost. The system proposer will contact the Acquisition Subcommittee chair to schedule a formal Acquisition Subcommittee review.



• If the aggregate purchase is greater than $100,000, the system will be reviewed by both the Acquisition Subcommittee and the Computer Advisory Committee. In addition to the requirements of the preceding paragraph, the system proposer will contact the chair of the Computer Advisory Committee to review scheduling.


NOTE: Departments entering electronic requisitions are responsible for obtaining Computer Acquisition Subcommittee approval prior to completing the requisition.

The information presented for the above reviews will include:

• a description of the need for the acquisition, usually accompanied by the purchase requisition,



• a description of the proposed items to be acquired and their capabilities,



• an acquisition and installation plan with milestones for purchase, delivery, installation and full operational capability,



• a description of the space and personnel affected,



• a description of the networking and communication requirements,



• a funding plan to include costs for the acquisition, operation and services for three years and,



• a source plan for the funds required.

To purchase a computer related item, do the following:

1. Refer to the above review levels and determine the appropriate review.



2. If the aggregate purchase does not require a review, complete a Purchase Requisition, either paper or a Banner requisition, and submit for appropriate approval. Refer to section 22.2.4. Purchase Requisitions for procedures on completing a requisition.



3. If the aggregate purchase is $50,000 or more, send a memo describing the computer related equipment with specifications to the Acquisiton Subcommittee and request approval for purchase.



4. Once approved by the Acquisiton Subcommitee and/or the CAC, complete the paper Purchase Requisition, and complete the 17.b. field by indicating the Subcommittee’s approval number for such purchases, or


Complete a Banner requisition and forward a copy of the Acquisiton Subcomittee’s approval to the Purchasing Department.

Refer to section 22.2.4. Purchase Requisitions for procedures on completing a requisition.