Technology Purchases

Technology purchases can be complex and Information Technology Services (ITS) may need to review prior to making the purchase. Please review Technology Purchase Considerations prior to any technology acquisition.

Before You Buy

Before you buy – consider this; you have a responsibility to help Cal Poly meet our sustainability goals. You are asked to purchase electronics that meet or exceed an EPEAT Gold rating. If an EPEAT rating is not available for a certain electronics product, it should be ENERGY STAR certified.

All purchased electronics shall be recycled at end of life per state requirements.

Competitive Bid Requirements

No bid necessary; one quote

Procurement Process

Low value software and other technology purchases that meet certain criteria may be purchased with a ProCard with an approved waiver number. To obtain a waiver number, enter a requisition in CSUBUY using the IT Software Request option. Select Supplier Not Known (vendor #1004350900) and complete all remaining fields on all pages. Once the requisition has been submitted, approved, and IT reviews are complete, your Procurement Specialist will receive the requisition. The requisition will be rejected, and the requisition number will be your waiver number. Please provide the waiver number on your ProCard Reconciliation Statement. See Business Process Guide for more details.
If your software purchase does not meet the criteria for a waiver, enter an IT Software Form requisition in CSUBUY P2P to contract by a Purchase Order. Make sure to include ALL quotes obtained and specify the desired vendor.
For IT Hardware only purchases, if your purchase does not require a waiver (e.g., standard accessories, hardware or peripherals from Apple, Dell, HP, CDW, IRG or University Store), you may purchase using an IT Hardware Form or ProCard using the CSUBUY Marketplace or in person at the Cal Poly Mustang Shop. Computers are not allowable purchases on a ProCard, so please enter an IT Hardware Form requisition for any computer purchase in CSUBUY P2P. For Dell orders, please process your order using the Dell punchout in CSUBUY P2P.
Prior to purchase, an accessibility review and Information Security review are required for all ICT products, per CAP 1203. The ICT Review can occur parallel to the procurement process. This step will be facilitated by ITS during the CSUBUY IT Software Form workflow steps “Accessibility Review” and “IT Security Review”. It will require completion of the ICT Review Process.

Competitive Bid Requirements

Two to three vendor quotes usually required

Procurement Process

Enter an IT Software Form requisition in CSUBUY P2P to contract by a Purchase Order. Make sure to include ALL quotes obtained and specify the desired vendor. For Dell orders, please process your order using the Dell punchout.
Prior to purchase, an accessibility review and Information Security review are required for all ICT products, per CAP 1203. The ICT Review can occur parallel to the procurement process. This step will be facilitated by ITS during the CSUBUY IT Software Form workflow steps “Accessibility Review” and “IT Security Review”. It will require completion of the ICT Review Process.

Competitive Bid Requirements

Contact your assigned Procurement Specialist to ensure competitive bidding requirements are met. This may include informal quoting, or competitive bidding by the Procurement Specialist may be required.

Procurement Process

Enter an IT Software Form requisition in CSUBUY P2P to contract by a Purchase Order. Make sure to include ALL quotes obtained and specify the desired vendor. If competitive bidding is required, provide your budgeted amount, specifications, and request for the procurement specialist to bid. For Dell orders, please process your order using the Dell punchout.
Prior to purchase, an accessibility review and Information Security review are required for all ICT products, per CAP 1203. The ICT Review can occur parallel to the procurement process. This step will be facilitated by ITS during the CSUBUY IT Software Form workflow steps “Accessibility Review” and “IT Security Review”. It will require completion of the ICT Review Process.