55.3, Acquisition of Data Processing Equipment

(Approved by the Vice Provost and Vice President for Computing
and Communications by authority of Executive Order No. 63)

The policy of the University of Washington in acquiring data processing equipment, related software, and services is to make computing capability widely available to students, faculty, and staff. This enhances the University's position as a leader in quality education and research. The University is committed to effectively managing the growth of this technology in harmony with relevant state regulations. The procedures listed below adhere to University and state purchasing regulations for the acquisition of data processing equipment, software, supplies, and services.

2. Definitions

The following definitions are found in the Washington State ADP Policy Manual:

Data Processing Equipment—Includes all elements of data communications and data processing systems including hardware, software, application systems, data bases, data communication interfaces, operating systems, programming languages, numbering and identification systems, labeling protocols, reporting cycles, etc.
Services—Includes maintenance contracts, purchase of computing time, data entry contracts, personal services contracts for consulting, and related services.
Cost—The purchase, lease, or rental, and operations cost over the useful life of the acquisition (or five years, whichever is shorter). This includes such auxiliary costs as tax, shipping, installation, consulting, and maintenance contracts.

3. Background

House Bill 720 became law on April 25, 1973, creating the Washington State Data Processing Authority (DPA). The DPA was delegated the authority to purchase, lease, rent, or otherwise acquire and maintain automatic data processing equipment. The DPA may delegate to other state government agencies and institutions that same power to acquire and maintain automatic data processing items. Agencies and institutions of state government may not acquire data processing items without such delegated authority.

The DPA annually delegates acquisition authority to the University of Washington. The University may approve acquisition requests expected to cost less than $50,000. Additionally, the University may approve all acquisition requests that are totally grant or contract funded. Proposed acquisitions with funding from more than one source, such as grants, contracts, and/or other funds, typically require special handling.

4. Responsibilities

The Office of the Vice Provost for Computing coordinates all contact with the DPA and is responsible for coordinating the review of acquisitions, keeping records of the acquisitions, and providing liaison with the DPA.

During the review process, the Office of the Vice Provost for Computing may forward request for acquisitions to relevant committees or individuals for input to provide additional technical assistance.

The Office of the Vice Provost for Computing is responsible for notifying the Purchasing Department of the acquisition request approval. Following notification, the Purchasing Department may begin the purchasing process.

The Purchasing Department is responsible for carrying out the purchasing function and determines the purchasing method for acquisitions valued up to $50,000, and all grant or contract funded purchases. The DPA approves the purchasing method for acquisitions above the state limits, but then delegates the purchasing function to the University.

5. Documentation

All requests for data processing acquisitions need two key documents: a purchase request and the DPA Acquisition Request Factsheet (Factsheet); additional documents are required for sole source acquisitions and for acquisitions costing $20,000 or more. Even when ordering equipment to be supplied through Academic Computing Services, a purchase request and a Factsheet must be submitted according to the instructions provided below. In addition, every new maintenance contract expected to cost $2,000 or more requires the submission of both a purchase request and a Factsheet; a Factsheet is not required when renewing maintenance contracts.

a. Purchase Request

A purchase request is submitted directly to the Purchasing Department in one of two ways. Submit it using Administrative Data Processing's PAS online system, or by completing and mailing a Purchase Request form. Online purchase requests are encouraged for better tracking of information. If a Purchase Request form is used, send a copy to the office of the Vice Provost for Computing. When submitting a purchase request, either online or using the form, the comment section must include the following message: "The Factsheet and documentation have been sent to the Office of the Vice Provost for Computing." Do not send the Factsheet to Purchasing; the Vice Provost for Computing will forward the approved Factsheet to Purchasing.

If the requested acquisition is only available from a particular vendor, the purchase request must include a sole source justification statement. Only statements based on technical grounds, research requirements, and/or the necessity for compatibility with existing projects or programs are acceptable. However, even with a sole source justification statement, the Purchasing Department (or the DPA) may require a competitive bid process.

Note: The purchasing Department will not act on the request until the Office of the Vice Provost for Computing notifies the Purchasing Department of approval.

b. DPA Acquisition Request Factsheet

The DPA Acquisition Request Factsheet is submitted to the Office of the Vice Provost for Computing. The Factsheet must include the purchase request number, and a summary of the acquisition request. Attach supporting documentation, if required, to the Factsheet.

Copies of the Factsheet and all DPA policies, standards and guidelines, and instructions for completing the Factsheet are available form the Office of the Vice Provost for Computing.

c. Planning Summary

The planning summary must include at least two components:

Reasons for acquiring the system; and
Provisions for system use and maintenance.

If the acquisition costs $100,000 or more and does not use grant or contract funds, the following components must also be included:

A detailed financial analysis which includes the cost/benefits of alternatives, cost effectiveness measures, and lease and/or purchase decisions; and
Post-implementation criteria and date for review.

Plans must indicate if a recharge center will make use of the requested equipment or software.

d. Acquisition Plan

Purchases over $100,000 not using grant or contract funds, require an acquisition plan. The acquisition plan must follow the DPA outline. Contact the Office of the Vice Provost for Computing for a copy of the Washington State ADP Policy Manual, ADP Standard ST.02.011.

The degree of review and the amount of documentation required increases with the cost of the proposed acquisition. All requests must receive appropriate department and/or college approval before submission to the Office of the Vice Provost for Computing. In addition, review may include the time necessary for Board of Regents' approval, if required.

Acquisition of Data Processing Equipment

1. Policy