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California State University, Long BeachCalifornia State University, Long Beach

Procurement & Contractual Services

Technology

Technology goods or services that may be purchased in the form of computers, hardware, software systems, software maintenance, telecommunications or other digital technology products or sensitive items that will contain level 1 or level 2 data.

Prior to any technology purchase, you must first receive approval of an Electronic & Information Technology (E&IT) checklist, unless you are submitting the request on a purchase order. Once this form has been reviewed and approved, the form will indicate approved payment method.

For mobile or cellular devices, reference Telephones, Wireless Campus Owned or Employee Owned Device transaction type.

For Drones refer to Drones.

Requisition Required?

Refer to the approved E&IT checklist

If a requisition is required, the minimum time for generating a dispatched purchase order:

A minimum of 10 working days after Purchasing receives all completed documentation.

Administrative Guidelines Related To This Purchase?

Key Purchasing Requirements And Quote/Bid Thresholds?

PPFM Oversight and pre-approval is required for any alteration to a building structure (for example, drilling a hole or affixing something to a wall)

Campus - All Goods & Services purchases between $50,000 - $500,000 require a minimum of 3 competitive quotes. If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).

Anything under $50,000 is at the discretion of the Purchasing Department as to whether additional quotes are required.

Purchases over $500,000 require a Request Formal Proposal (RFP). If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).

Foundation G (Grants) Funds - All Goods & Services purchases between $10,000 - $49,999 require at least 2 informal quotes. Anything between $50,000 - $100,000 require 3 informal quotes. Purchases over $100,000 require a Request Formal Proposal (RFP).

Additional Forms or Requirements?

Must complete the form E & IT Checklist. A new E&IT checklist must be completed each fiscal year and submitted with any payment type other than Purchase Order. If subscription is a renewal, note that on the E&IT Checklist form.

Contract review by Purchasing if T&C's included on a click through agreement

Must meet EPEAT standards. See notes.

Determine level of data/information security stored using Information classification standard

Risk Management Review Required?

Yes

Payments and Approvals

  1. Check or ACH payments are issued for POs and direct payment requests
    Documents required for this type of payment:
    • Supplier Invoice
    • E&IT Checklist (approved by Purchasing)
    • Delegated approval (DOA) using one of the following options
      • Dispatched PO & receipt of goods through Shipping & Receiving (no action required by requester)
      • Authorized stamp on invoice referencing PO# and Acknowledgement of Service
      • Approved Payment Request Form
      • Electronic approval (via email)
  2. Pcard or One Card
    Documents required with month-end approved ProCard statement
    • Supplier Invoice
    • E&IT Checklist (approved by Purchasing) and be submitted with every associated PCard purchase.

NOTE: Invoices received by Accounts Payable, prior to payment, are routed to the requester or approver to verify receipt of service or items. Reference the Invoice Approval Process for more information.

Additional Notes

If not submitted by requisition, send E&IT requests to the Purchasing mailbox at purchasing@csulb.edu. The following must be included

  • Completed E&IT checklist
  • Copy of the Terms and Conditions or licensing agreement
  • The cost of the product
  • If applicable, is the software product intended to be loaded on a University computer or on-line cloud based solution
  • Will anyone be required to upload level 1 or 2 data to an online or hosted software, or will the data be backed up or transferred to an off-site location or server?

All ITR (Information Technology Resources) purchases require that whenever an Electronic Product Environmental Assessment Tool (EPEAT) product is available that meets the purchasing specifications, that the EPEAT registered product be selected.

The 49er Shops is an authorized reseller of Apple & Dell Products

Common GL Account(s) to Use

  • 616002 - I/T Hardware-Non Capitalized
  • 616003 - I/T Software - Non Cap
  • 616005 - I/T Miscellaneous Costs
  • 616802 - I/T Software-Capitalized
  • 619001 - Other Equipment-Capitalized
  • 619002 - Instructl Equipt Capitalized
  • 619800 - Instructl Equipt NonCapitalized
  • 619803 - Oth Equipment Non Capitalized

Refer to your Division/College/Department for additional policies and procedures.