Purchasing Personal Computers for UH Departments

This article Askus 1264 is intended for UH departmental computer purchases. UH departments may use either the NASPO ValuePoint (formerly NASPO-WSCA) Contract Price List 15-05 OR SuperQuote for price quotes, and follow UH Small Purchases procedures (APM 8.250).

The State Procurement Office (SPO) issued a new SPO Price List Contract No. 15-05 named "NASPO ValuePoint Computer Equipment, Peripherals, and Related Services", effective Oct. 1, 2015 through March 31, 2017. SPO contract 15-05 replaces SPO (formerly NASPO-WSCA) contract 10-01, "Computer Equipment, Peripherals and Related Services", which expired on Sept. 30, 2015.

Please visit the Office of Procurement and Real Property Management's (OPRPM) website for the current list of participating SPO contracts in which UH is a participant. Search for 15-05 on the SPO website. The current revision of SPO Contract 15-05 is dated Feb. 1, 2016.

General Procedure

  1. Specify a computer from NASPO ValuePoint (WSCA) vendor website(s).
    • Contact ITS if you need assistance with specifying a computer.

  2. Obtain written quotes from NASPO ValuePoint (WSCA) contractors or authorized resellers.
    • For purchases under $5,000
      • Obtain a minimum of one (1) written quote from a manufacturer or authorized reseller.
      • Form SPO-010 is optional.
      • Award is based on best value.
    • For purchases from $5,000 to under $100,000
      • Obtain a price quote from two (2) or more contractors OR
      • Select one contractor (EMC or Microsoft) and obtain a price quote from two (2) or more authorized resellers
      • Complete Form SPO-010.
      • Award is based on best value.
    • For purchases from $100,000 and above
      • Obtain a price quote from three (3) or more contractors OR
      • Select one contractor (EMC or Microsoft) and obtain a price quote from three (3) or more authorized ressellers
      • Complete Form SPO-010.
      • Award is based on best value.

  3. If the purchase amount (including tax and shipping) is less than than $5,000
    • Submit manufacturer/authorized reseller quote to your Fiscal Administrator for processing.
    • For purchases greater than $2,500.00 with only one (1) written quote, UH Form 95 is required

  4. If the purchase amount (including tax and shipping) is greater than $5,000
    • Submit a request for quotation via SuperQuote
    • Follow UH Small Purchases procedures (APM 8.250)
    • If there is only one (1) written quote, UH Form 95 is required

  5. Award the purchase to the NASPO ValuePoint contractor or authorized reseller (or vendor from SuperQuote) whose offer provides the best value to the University in terms of quality of product, pricing, configuration, warranty coverage, technical support, lead time, etc.

Notes

  • Purchase orders shall be issued and payments shall be made directly to the vendor or authorized reseller.
  • pCards may be utilized if the order is within the pCard holders purchasing limits.
  • Any orders of $25,000.00 or more shall be submitted to OPRPM for approval.
  • OPRPM Form 95 (Determination of Cost or Price Reasonableness, rev. 10/2013) must be completed for purchases exceeding $2,500.00 whenever applicable. See APM A8.285.
  • Form SPO-010 (Record of Procurement) available from http://spo.hawaii.gov/all-forms/ is required for all purchases over $5,000.
  • For purchases greater than $2,500.00 with only one (1) written quote, UH Form 95 is required.

FAQ

Q: What are acceptable forms of written quotes?
A: A written quote could be an e-mail quote from the vendor's representative (preferred), printed copy of the vendor's website price, or a FAX copy of a written quotation.

Q: If I get an e-mail quote from one vendor, do I need to get an e-mail quote from the second vendor?
A: No, if you get an e-mail quote from one vendor, you can get a printed website quote from the second vendor as a second quote.

Q: How do I get a written quote?
A: Email the vendor's higher education representative or go to the vendor's website.

Q: How do I specify a computer?
A: Go to the vendor's website to configure an appropriate system or contact your college or departmental IT specialist or ITS* for assistance.

  • ITS recommends Dell or Apple computers for desktop and laptop systems.
    • Go to UH Dell page.
    • Go to UH Bookstore, scroll to the bottom and click on Buy Now in Apple Store for Education banner.

If the department would like to configure their own systems, the department should provide the same specifications to all vendors from whom quotations are being solicited.

Q: Who determines if specified models from different vendors are comparable?
A: The department or individual is responsible to determine comparable models between manufacturers.

Supporting Links

* If you need help deciding on a system, please contact Jocelyn Kasamoto (x68295, jocelyn@hawaii.edu) for PCs and Teresa Sakata (x62399, teresa@hawaii.edu) for Macs.

Revised: Feb. 12, 2016

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Article ID: 1264
Created: Thu, 16 Dec 2010 2:23pm
Modified: Fri, 12 Feb 2016 10:39am