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According to OPRPM Circular 11-004 (dated Nov. 1, 2010), UH departments may no longer utilize State Procurement Office (SPO) price list and vendor list contracts. UH departments may no longer purchase computer hardware using the WSCA contract as of Dec. 31, 2010. Please follow UH administrative procedures for small purchases (A8.250, dated July 2010) after Jan. 1, 2011.

ITS recommends that you use SuperQuote. ITS is working on an alternate purchasing procedure for computer hardware purchases.

General Procedure

1. Specify a computer from vendor website(s).
   
   • Contact ITS if you need assistance with specifying a computer.
2. Obtain a quote from the vendor website.
3. If the computer (including tax and shipping) is less than than $2,500, submit vendor quote to your Fiscal Officer for processing.

For computer purchases from $2,500.01 and less than $250,000, you are required to use Superquote. For exceptions to using SuperQuote, please contact your Fiscal Officer.

4. Submit computer specifications on SuperQuote.
   
   • You must be a registered Buyer to use SuperQuote.
   • E-mail support@commercepoint.com for buyer registration information.
   • Instructions to use SuperQuote are available at http://www.commercepoint.com
   • Quotes must include shipping and appropriate HI excise tax (4.712% for Oahu; 4.167% for neighbor islands).
   • If a specific brand/model is required, specify the brand/model, general components (e.g. processor, RAM, hard disk, video, etc.) and add "or approved equivalent", when requesting written quotes from vendors. Under special instructions include "Subject to prior approval if making substitutions. We reserve the right to determine equivalency. Email with specifications if making substitutes or if you have questions."
5. After the closing date, review the quotes that you received in SuperQuote.
6. Award the purchase to the vendor with the lowest quotation that meets or exceeds all specifications.

FAQ

Q: What are acceptable forms of written quotes (for computers less than $2,500; exceptions to SuperQuote)?
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 (for computers less than $2,500; exceptions to SuperQuote)?
A: Email the vendor's higher education representative.

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 systems.
  • Go to UH Dell page.
  • Go to UH Bookstore, scroll to the bottom and click on Apple 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

• UH Administrative Procedure for Small Purchases (A8.250, July 2010)
• Form 95 (PDF, form fillable online)
• SuperQuote [ http://www.commercepoint.com ]
• ITS Computer Recommendations

* If you need help deciding on a system, please contact Jocelyn Kasamoto (x68295, jocelyn@hawaii.edu) or Byron Watanabe (x66969, byronw@hawaii.edu) for PCs and Teresa Sakata (x62399, teresa@hawaii.edu) for Macs.

• Contact ITS