Procurement

All district technology procurement for hardware must be procured through User Support Services. The District only allows the purchase of supported computing equipment unless a justification is obtained and approved first by technician, then by the IT Manager.

Departments are required to procure and/or upgrade to hardware and software that IT Services & Support supports, so that we can provide optimal service, and you have assurance that your configuration will be compatible with our complicated networked environment.

Technology that is purchased by CalCard will not be approved. Personally purchased equipment will not be serviced or supported by the ITSS teams.

Email User Support Services usersupportservices@hpbvtv.com to request a procurement consultation.

We put this information together to assist departments in estimating for procurement purposes.  Use these estimates to help budget for procurement or to assist in estimating for Unit Planning.

The delivery of your equipment may take up to a month or more, depending on the item and the duration of the purchasing process. Desktops and laptops, in particular, will require imaging, adding additional time to the overall process.

• First, initiate the request by contacting User Support via email at UserSupportServices@hpbvtv.com.
• The purchase request is then directed to the designated tech for the relevant purchase area, who reviews it and contacts the purchaser for necessary information to generate a quote.
• Once the tech generates a quote, it is sent back to User Support. The request is put on hold until a completed purchase form is submitted, and the user is informed via the Web Help Desk ticket system with instructions and the purchase form, [Hardware Purchase Form].
• A requisition is created by IT using the information provided in the purchase form, contingent upon the availability of funds and error-free processing.
• Following requisition creation, the next steps involve approval from the IT Manager and any other designated approver. Additionally, approval is required from the area director or dean.Orders exceeding $10,000 necessitate further approval from the area Vice President, and if the order exceeds $20,000, additional approval is needed from the Vice President of Administration.
• Once all required approvals are obtained, the Business Office signs off on the request and generates the Purchase Order. When User Support receives a mailed Purchase Order, signed off by the Director of Business Services, the purchase can be made from the vendor.
• Upon purchase, the received items are delivered to Butte College's shipping and receiving department, who then dispatch the items to the designated tech.
• At this stage, the area tech will require time to set up and deliver the items to the requester.

• Dell Desktop Computer - $1,225.00
• Dell Latitude Laptop - $1,375.00
• Dell Latitude Docking Station - $230.00
• Dell 27" Monitor - $269.99
• Dell Sound Bar (Connects under the monitor) - $51.99
• Dell Wireless Keyboard & Mouse - $38.99
• Logitech Webcam (1080P) - $89.99
• Logitech Webcam 4K - $179.51

• Macbook Pro – 16” (Laptop) w/ AppleCare+ - $2920
• Macbook Pro Docking Station - $450
• Apple Mouse + Apple Keyboard - $300
• iPad Pro w/Apple Care - Price dependent on Size of iPad.

• 54511 Computer supplies (peripheral) *non-instructional, (under $200 per item).
• 54311 Computer supplies (peripheral) *instructional, (under $200 per item).
• 56411 Computer hardware $200 and over. This is the total cost of items.
• 56611 This is for single item purchases over $5000.
• 55630 Warranties will need funding assigned to budget codes ending in 55630. AppleCare+ from Apple products is one example of this. Any funding for warranty items will need to be in this code.
  
  • non-instructional – faculty and staff offices, etc.
  • instructional – used by students in labs, classrooms, etc.

All requests for software or IT services (including no cost software or services) must undergo an IT assessment for interoperability, privacy, and accessibility before being sent to the contracts office for final review, approval, signature, and PO creation.

To make the process easier, we have created a form to request the information we need to process your request. Please allow 8 weeks to process an assessment, once all required documents are submitted. Failure to provide all requested documentation may result in a processing delay.

IMPORTANT: Before submitting this form:

• Obtain your Dean or Director's approval for this purchase / acquisition
• Confirm a source of funding for this purchase (unless there is no cost)
• Obtain all requested documents (ask vendor for these documents)
  • Quote / Invoice 
  • License Terms and Agreement and/or EULA (End User Licensing Agreement
  • Privacy Statement
  • Accessibility Statement and / or VPAT
  • List of data elements to be uploaded to vendor's system - if applicable