Budgeting and Purchasing – Technology Items

Budgeting Responsibility

The requesting department’s budget pays for all new (increases the number of devices/drops supported or adds a feature/function/capability that did not exist before, etc.) item purchases, upgrades to program/unit-specific software and non-standard hardware, and applications and services used by only one department.

The University IT budget pays for items needed to keep things going (replacement of standard hardware, repairs, etc.), to upgrade enterprise-wide software, and technical maintenance for software, applications, and services used by more than one department.

Details can be found in the Executive Steering Committee’s Technology Replacement and Upgrade Policy.

Process for Purchasing Technology Items
  1. Develop your school, department or program’s continuous improvement plan in Taskstream and budget (program/school’s 53198 line) for all new technology items (October-November of each year).
    • Any new school/program equipment or technology request less than $5,000 goes in the school/program’s budget line 59106.
    • Any new school/program equipment or technology request more than $5,000 goes in the school/program’s TaskStream Budget & Technology Prioritization Form.
    • Estimated costs can be found below or you may contact the IT Academic Services Director (faculty) or IT Business Services Director (staff) for budgetary estimates.
  2. Budget requests are reviewed and approved by your budget officer and the Finance Committee (January-April of each year).
  3. Budgets are released and items may be purchased (beginning in June of each year).
  4. Your department initiates a requisition.
    • The printed comments area in the requisition should include the name of recipient, item selection(s), location item(s) will be used/installed, and other relevant information.
  5. The requisition is forwarded for approval by your budget officer and the CIO
  6. The order is placed by the Purchasing department.
  7. Item is built and shipped by the manufacturer or service provider.
  8. The item is received by the IT department, inventoried, and scheduled for installation, delivery or pick up. 
Process for Requesting a Technology-Enabled Business or Academic Project
  1. Develop your school, department or program’s continuous improvement plan in Taskstream (August-September of each year).
    • If you have an initiative/project that is technology-enabled or dependent, complete and submit a Project Planning Request Form.
    • Academic unit requests are routed to the IT Academic Services Director for review and follow up and Business/Administrative unit requests are routed to the IT Business Services Director for review and follow up.
  2. Budget for all equipment, training, and services needed to execute the initiative/project (October-November of each year).
    • Any new school/program equipment or technology request less than $5,000 goes in the school/program’s budget line 53198.
    • Any new school/program equipment or technology request more than $5,000 goes in the school/program’s TaskStream Budget & Technology Prioritization Form.
    • Any costs for project/initiative-related services and training go in the school/program’s budget line 52000.
    • The IT Academic Services Director (Academic Units) and IT Business Services Director (Business/Administrative Units) can provide budgetary estimates for technology equipment and technology-enabled initiatives. 
  3. Budget requests are reviewed and approved by your budget officer and the Finance Committee (January-April of each year).
    • If your budget request for the technology-enabled project is approved, notify the IT Academic Services Director (Academic Units) or IT Business Services Director (Business/Administrative Units) so s/he can forward the necessary information to the Executive Steering Committee on IT for review at the next scheduled meeting.
  4. The project requests are reviewed by the Executive Steering Committee on IT and prioritized (forced ranking) versus all other project requests received and those already in the queue (occurs quarterly – February, May, August, November of each year).
    • All project requests with a budget of more than $25,000 require a presentation before the ESC.
    • ESC approved projects go into the reprioritized projects queue.
  5. When the project rises to the top of the queue, work on the project may begin (occurs after an active project in the same category is closed/completed).
    • All project requests requiring more than $25,000 must go through the University’s Request for Proposals (RFP) process lead by the Purchasing department.

 

Technology Items and Pricing

Computers – Desktop

Desktop Model

Item

Dell Optiplex 3010 or equivalent

Description

Small Form Factor, Monitor, keyboard and mouse

Specifications

Intel Core i-series Processor
4GB SDRAM
250GB Hard Drive
19in Display

Cost*

$800

Timeframe for Delivery

3-4 weeks from time requisition is approved

Computers – Laptop

Laptop Model

Item

Dell Latitude E5430 or equivalent

Description

Laptop Computer

Specifications

Intel Core i-series Processor
4GB SDRAM
320GB Hard Drive
14 in Display
Carrying Case

Cost*

$950

Timeframe for Delivery

3-4 weeks from time requisition is approved

Printers

Black & White Printer

Item

HP LaserJet Enterprise 600 Series M601n or equivalent

Description

Networked Workgroup Black and White Laser Printer

Specifications

Duty Cycle (Pgs./mo.)  225,000 page(s)  
B&W Print Speed (max)  50 ppm 
Sheet capacity 600-3,600 (with extra add-on)

Cost*

$700

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Color Printer

Item

HP LaserJet Enterprise 500 Color Series M551n or equivalent

Description

Networked Workgroup Color Laser Printer

Specifications

Duty Cycle (Pgs./mo.)  75,000 page(s)  
B&W Print Speed (max)  33 ppm 000000
Color Print Speed (max) 33 ppm
Sheet capacity 600-1100 (with extra add-on)

Cost*

$700

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Single-User Printer

Item

HP LaserJet Pro P1102w or equivalent

Description

Single User Black and White Laser Printer

Specifications

Duty Cycle (Pgs./mo.) 111111 1,500 page(s) 222222 333333
B&W Print Speed (max) 444444 19 ppm 555555
Sheet capacity 160

Cost*

$200

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Printers – Toner and Ink Cartridges

Order directly from Office Depot

Scanners

Flatbed Scanner

Item

HP Scanjet G4050 Photo Scanner or equivalent

Description

Flatbed, USB-attached scanner

Specifications

Scan documents up to 8.5 in. x 12.3 in.
4800dpi x 9600dpi maximum resolution
USB Type A connector

Cost*

$220

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Multipage Scanner

Item

Fujitsu Scansnap S1500 Deluxe Bundle or equivalent

Description

Multipage, USB-attached scanner

Specifications

Scan documents up to 8.5 in x 14 in
600dpi x 600dpi maximum resolution
USB Type B connector

Cost*

$500

Timeframe for Delivery

3-4 weeks from time requisition is approved

 

ImageNow Scanner

Item

Fujitsu fi-6130 or equivalent

Description

Multipage scanner, ImageNow Compatible

Specifications

Scan documents up to 8.5 in x 14 in
600dpi x 600dpi maximum resolution
USB connector
ImageNow Compatible

Cost*

$1,000

Timeframe for Delivery

3-4 weeks from time requisition is approved

 

Fax Machine

Contact Purchasing for specifications and costs

Peripherals

Standard Size Monitor

Item

Dell E1713S or equivalent

Description

Dell 17 Inch E Series LCD Monitor

Specifications

Standard VGA Connector
1280 x 1024 Native Resolution
Adjustment Type Tilt Only
Not Speaker Bar Compatible
Color = Black
3 year Warranty

Cost*

$150

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Medium Size Monitor

Item

Dell P1913S or equivalent

Description

Dell 19 Inch LCD Monitor

Specifications

Standard VGA/DVI-D/Display Port Connections
4 x USB 2.0 Connections Built-In
1280 x 1024 Native Resolution
Adjustment Type Tilt/Height/Pivot (Rotation)
Speaker Bar Compatible
Color = Black
3 year Warranty

Cost*

$200

Timeframe for Delivery

3-4 weeks from time requisition is approved

 

Large Size Monitor

Item

Dell P2412H or equivalent

Description

Dell 24 Inch LCD Monitor

Specifications

Standard VGA/DVI-D Connectors
4 x USB 2.0 Connections Built-In
1920 x 1080 Native Resolution
Adjustment Type Tilt/Height/Pivot (Rotation)
Speaker Bar Compatible
Color = Black
3 year Warranty

Cost*

$300

Timeframe for Delivery

3-4 weeks from time requisition is approved

 

Laptop Docking Station

Item

Dell E-Port Plus Advanced Port Replicator or equivalent

Description

Dell E-Port Plus Advanced Port Replicator with USB 3.0 for Dell Latitude E5430/ E5530/ E6230/ E6330/ E6430/ E6530 Laptops

Specifications

Standard VGA/DVI-D/Display Port Connectors
3 x USB 2.0 Connections Built-In
2 x USB 3.0 Connections Built-In
E-SATA Connector
Wired Network Port
1 Audio Output 3.5mm
1 Serial and 1 Parallel Connector
Color = Black

Cost*

$200

Timeframe for Delivery

3-4 weeks from time requisition is approved

 

Printers –Network Drops

Drywall Surface Connection

Item

Network Connection

Description

Connection for Computer, Printer, Phone or other device to the network/service provider

Specifications

In-Wall Cabling – Soft Surface
Jack/Connector
Labor

Cost*

$500 per connection

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Cinderblock or Brick Surface Connection

Item

Network Connection

Description

Connection for Computer, Printer, Phone or other device to the network/service provider

Specifications

In-Wall Cabling – Hard Surface
Jack/Connector
Labor

Cost*

$1,000 per connection

Timeframe for Delivery

2-3 weeks from time requisition is approved

 
Computers – New Network Drops

Drywall Surface Connection

Item

Network Connection

Description

Connection for Computer, Printer, Phone or other device to the network/service provider

Specifications

In-Wall Cabling – Soft Surface
Jack/Connector
Labor

Cost*

$500 per connection

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Cinderblock or Brick Surface Connection

Item

Network Connection

Description

Connection for Computer, Printer, Phone or other device to the network/service provider

Specifications

In-Wall Cabling – Hard Surface
Jack/Connector
Labor

Cost*

$1,000 per connection

Timeframe for Delivery

2-3 weeks from time requisition is approved

 
Phones – Analog, VoIP, and Faxes

VoIP Handset

Item

Avaya IP Phone

Description

VoIP corded phone

Specifications

Law School only
Corded Phone
Speakerphone
10 Fixed Feature Buttons
24 Programmable Feature Buttons

Cost*

$250

Timeframe for Delivery

1-2 weeks from time requisition is approved

 

One-line Handset

Item

ATT 950 or equivalent

Description

Single-line corded phone

Specifications

Corded Phone
Single-line operation
Speakerphone
14 number speed dial

Cost*

$50

Timeframe for Delivery

1-2 weeks from time requisition is approved

 

Two-line Handset

Item

ATT 992 or equivalent

Description

Two-line corded phone

Specifications

Corded Phone
Two-line operation
Speakerphone
100 Name/Number directory

Cost*

$60

Timeframe for Delivery

1-2 weeks from time requisition is approved

 

Four-line Handset

Item

ATT 974 or equivalent

Description

Four-line corded phone

Specifications

Corded Phone
Four-line operation
Speakerphone
200 Name/Number directory

Cost*

$130

Timeframe for Delivery

1-2 weeks from time requisition is approved

 
Phones – Answering Machines and Voicemail

Answering Machine

Item

ATT 1738 Digital Answering System or equivalent

Description

Answering machine for analog phones

Specifications

Digital recording
40 minutes of recording time
Remote message checking capable

Cost*

$20

Timeframe for Delivery

1-2 weeks from time requisition is approved

 

Voicemail Subscription

Item

ATT Call Notes

Description

Voicemail

Specifications

50 messages capacity
Message length is 2 minutes
Greeting length is 3 minutes
Remote message checking capable

Cost*

$17 + monthly maintenance fee

Timeframe for Delivery

5-7 days from time requisition is approved

 
Phones – New Phone Lines/Drops

New Phone Number - Analog

Item

New Analog Telephone or Fax Number

Description

New Phone Number on the ATT managed systems

Specifications

University-associated analog phone number
Labor

Cost*

$250 + cost of a network connection, if needed

Timeframe for Delivery

2-4 weeks from time requisition is approved

 

New Phone Number - VoIP

Item

New VoIP Telephone Number

Description

New Phone Number on the Voice over Internet Protocol (VoIP) system

Specifications

Law School only

Cost*

$50 + cost of a network connection, if needed

Timeframe for Delivery

1-2 weeks from time requisition is approved

 

Drywall Surface Connection

Item

Network Connection

Description

Connection for Computer, Printer, Phone or other device to the network/service provider

Specifications

In-Wall Cabling – Soft Surface
Jack/Connector
Labor

Cost*

$500 per connection

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Cinderblock or Brick Surface Connection

Item

Network Connection

Description

Connection for Computer, Printer, Phone or other device to the network/service provider

Specifications

In-Wall Cabling – Hard Surface
Jack/Connector
Labor

Cost*

$1,000 per connection

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Software

Microsoft Office, SPSS and other site licensed software

Contact the Help Desk for installation on University-owned computers at no charge.

 

Academic and Business software

Contact purchasing for costs.

 

Media and Data Storage Devices

Order directly from Office Depot

Televisions and Monitors

Small-Medium Room Television

Item

Sony 55" KDL-55BX520 HDTV, 1080p

Description

55” Television

Specifications

Diagonal Size 666666 55 in 777777
Internal Resolution (max) 888888 1920 x 1080
Television Technology 999999 LCD 000000
Television Type 111111 HDTV monitor 222222

Cost*

$1,350

Timeframe for Delivery

3-4 weeks from time requisition is approved

 

Large Room Television

Item

Sharp LC-70LE640U HDTV, 1080p

Description

70” Television

Specifications

Diagonal Size 333333 70 in 444444
Internal Resolution (max) 555555 1920 x 1080
Television Technology 666666 LCD 777777
Television Type 888888 HDTV monitor 999999

Cost*

$2,500

Timeframe for Delivery

3-4 weeks from time requisition is approved

Projectors

Short Throw Small-Mid-sized Room Projector LCD

Item

Epson PowerLite 480 or equivalent

Description

Ultra short throw with wall mount

Specifications

Native Resolution: 1024 x 768
Brightness: 3000 lumens
Contrast Ratio: Up to 3000 to 1

Cost*

$1,500 with wall mount

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Standard Throw Small-Mid-sized Room Projector

Item

Epson PowerLite 1835 or equivalent

Description

Standard throw LCD projector

Specifications

Native Resolution: 1024 x 768
Brightness: 3500 lumens
Contrast Ratio: Up to 2000 to 1

Cost*

$1,100

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Large Room Projector

Item

Sharp PG-D50X3D or equivalent

Description

DLP projector

Specifications

Native Resolution: 1024 x 768
Brightness: 5,000 lumens
Contrast Ratio: Up to 2500 to 1

Cost*

$2,000

Timeframe for Delivery

2-3 weeks from time requisition is approved

 
Projection Screens

Small-Mid-sized Room Pull-Down Screen

Item

Dalite Model C or equivalent

Description

Wall Screen

Specifications

70” x 70” Matte White

Cost*

$210

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Large Room Pull-Down Screen

Item

Dalite Model C or equivalent

Description

Wall Screen

Specifications

96” x 96” Matte White

Cost*

$270

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Small-Mid-sized Room Electric Screen

Item

Dalite Boardroom Electrol or equivalent

Description

Electric Wall Screen

Specifications

70” x 70” Matte White

Cost*

$1,300

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

Large Room Electric Screen

Item

Dalite Boardroom Electrol or equivalent

Description

Electric Wall Screen

Specifications

8’ x 8’ Matte Whire

Cost*

$1,500

Timeframe for Delivery

4-6 weeks from time requisition is approved

 
Blu-ray and DVD Players

DVD/VHS Combo Player

Item

Toshiba SD-V296 DVD/VHS Player or equivalent

Description

DVD and VHS Player

Specifications

Combination DVD Player and Hi-Fi VCR
4-Head Hi-Fi Stereo
Fast/Slow Playback

Cost*

$125

Timeframe for Delivery

2-3 weeks from time requisition is approved

 

DVD/Blu-ray Player

Item

Sony BDP-S185 Blu-ray/DVD Disc Player or equivalent

Description

DVD and Blu-ray Disc Player

Specifications

Full HD 1080p
Internet streaming
DVD playback capability

Cost*

$100

Timeframe for Delivery

2-3 weeks from time requisition is approved

Document Cameras

Item

AverMedia Avervision F30 or equivalent

Description

Document Camera

Specifications

3.2 Mega pixel camera
16.5" x 11.7" shooting area

Cost*

$575

Timeframe for Delivery

2-3 weeks from time requisition is approved

Classroom Bundles

Contact IT Academic Services for specifications and pricing (range = $9,000-15,000)
*actual cost may vary

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