Hardware Related Purchases

State Regulations

• For Data Processing Hardware purchases under $1,000, email Client Services for review and approval.  It is recommended you include a
  copy of the approval with PCard documentation.
• For Data Processing Hardware purchases of $1,000 or more, enter requisition in Financial System for Client Services review and approval. 
  Client  Services will make a recommendation concerning the purchase and approve the
  requisition accordingly.  If recommended for purchase, the Purchasing Department upon
  receiving the requisition, will process the requisition in accordance with state data
  processing guidelines.

• For Data Processing Hardware purchases under $1,000, to be expensed to a grant, email Office of Sponsored Research & Programs of your intended purchase.
• For Data Processing Hardware purchases $1,000 or more, to be expensed to a grant, the Financial System will route the requisition to OSRP for approval.

• Purchases of data processing hardware less than $10,000 may be purchased non-competitively.
• Purchases over $10,000 but less than $150,000 may be purchased through State Contract or must be competitively bid in accordance with requirements for soliciting quotes or bids.
• Purchases equal to or greater than $150,000 require prior approval of the Office of Information Technology (OIT) for State Contract purchases.
• For required competitive bid purchases, the Office of Information Technology (OIT), the State Procurement Support Team (PST) and the Office of State Purchasing (OSP) must review and approve the Invitation to Bid (ITB) or Request for Proposal (RFP) prior to solicitation.

Purchases of data processing hardware maintenance and support services less than $150,000 may be purchased non-competitively provided price documentation from vendor reflects the cost of the hardware maintenance and support service do not exceed the vendor’s published price. Purchase shall not be artificially divided to circumvent the $150,000 threshold.

Purchases of data processing hardware maintenance and support services equal to or greater than $150,000 for mission critical equipment (such as mainframes, mainframe peripherals, enterprise servers, or network backbone components) obtained from the Original Equipment Manufacturer (OEM) can be non-competitively purchased provided Southeastern submits a letter of justification signed by the president or his designee to the Office of State Purchasing (OSP). The Office of Information Technology (OIT), the State Procurement Support Team (PST) and the Office of State Purchasing (OSP) must review and approve the purchase.

Purchases of data processing hardware maintenance and support services equal to or greater than $150,000 not acquired through the OEM must be competitively purchased through either the Invitation to Bid (ITB) or Request for Proposal (RFP) process. The Office of Information Technology (OIT), the State Procurement Support Team (PST) and the Office of State Purchasing (OSP) must review the solicitation and award prior to purchase. Contact the Director of Purchasing for additional information.