Purchasing

1. Legal and VP of IT to review the contract/terms and conditions (T&Cs)/agreements of the software product

• Did you get the terms and agreements for this license? If not, ask the vendor for the contract/T&C/agreements in PDF format. Send the contract/T&C/agreements to the General Counsel’s Office and the VP of Information Technology for review and comment. Once you have their approvals, save the email with the approvals, as it must be submitted with your PR in Oracle.

2. If this software vendor is new to New York Tech, the vendor has to complete the following forms (this can take up to 1–2 weeks):

• New vendor forms (please ask your vendor rep to complete these three forms if they are a new vendor for Oracle):
  • 3053a Business Clarification
  • A3053e Vendor Application
  • Fw9

3. VPAT 2.4 template needs to be provided by the vendor for all student-facing software.

New York Institute of Technology bidders and vendors shall be required to demonstrate that information technology provided to New York Institute of Technology conforms to or addresses each of the World Wide Web Consortium's Web Content Accessibility Guidelines (WCAG) 2.4, Level AA success criteria wherever demonstrating such performance is practicable. Solicit accessibility information in writing from the vendor. Vendors may do so by providing any of the following:

• An independent third party evaluation from an accessibility consultancy
• A Voluntary Product Accessibility Template (VPAT). If a VPAT is used, it must use the VPAT 2.4 template, which is based on WCAG 2.0 Level AA. The VPAT 2.4 template is available from the Information Technology Industry Council.

Many vendors have the VPAT completed as this is common request from schools. Once you receive the completed VPAT 2.4 template back from the vendor, please send it to Laurie Harvey at lharve05@nyit.edu for review and approval. If the vendor cannot provide appropriate accessibility options a waiver form will need to be completed and submitted with the purchased request.

4. SAAS Vendor questionnaire (to be completed by vendor for all web based products)

5. THREE Bids are required for all products over $7500.

All software products over $7500 must have three bids from vendors and the award will go to the lowest bidder unless there is a valid reason to purchase from an higher bidder. In the event that there is only one manufacturer/distributor or a valid reason to go with a higher bidder, the requester must complete a Sole Source form.

• Sole source form (please ask vendor to answer these questions in an email):
• • Is your company is the sole source provider of the service?
  • Can the software be purchased from any other distributor?

Provide the responses along with your completed sole source form.

6. The following is to be attached to the purchase request in Oracle

• Approved VPAT 2.4
• SaaS questionnaire
• Completed Sole Source form (if required)
• Software quote and/or bids
• New vendor forms (if appropriate)
• Email approval from General Counsel and VP of IT/CIO

Process to order from Amazon for New York Tech employees:

• Go to Amazon find what you are looking for and place it in the shopping cart
• Take a screen shot of the cart and save it
• Complete the credit card purchase form
• Send the completed form and the link to the cart to Ed Schook in Purchasing at eschook@nyit.edu

New York Tech faculty and staff cannot order software from Amazon using a Pcard. Any software orders will be sent to IT for review before the purchase is approved.

Personal and Student Computer Purchases

New York Tech faculty, staff, and students are eligible for discounts offered by Apple and Dell for personal use.

Faculty and Staff Institutional Purchases

• To begin the hardware purchasing process from university funds, please visit the Equipment Request page.
• All technology purchases for use at New York Tech must be approved by Client Services.
• All faculty and staff computers are on a four-year recycle program. If you have questions about your eligibility for a computer replacement, visit ITS Help.
• The following systems were tested and verified to work in the New York Tech environment. Our support technicians are familiar with these systems and able to offer more knowledgeable support. If you have a need for a specific system, please contact us at ITS Help.
• Staff will be issued a standard Windows PC/laptop unless there is a justifiable need for Mac (i.e., further approval will be needed). Faculty will have a choice between a standard issue Windows PC/laptop or Mac.
• If you are interested in purchasing peripherals for an existing system, please contact ITS Help Desk to create an e-quote once you are ready to place an order.
• This information is for budgetary estimation only. All prices are subject to change without notice. Contact ITS Help for an updated quote.

Process to order from Amazon for New York Tech employees:

• Go to Amazon find what you are looking for and place it in the shopping cart
• Take a screen shot of the cart and save it
• Complete the credit card purchase form
• Send the completed form and the link to the cart to Ed Schook in Purchasing at eschook@nyit.edu

New York Tech faculty and staff cannot order hardware from Amazon using a Pcard. Any hardware orders will be sent to IT for review before the purchase is approved.