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ITC/13/23
Information Communication Technology
Procurement Policy
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Contents
Section Heading Page
1.0 Introduction 3
2.0 Strategic Alignment 3-4
3.0 What does this policy cover? 5
4.0 How do I use this document? 5
5.0 ICT Purchase categories 6
6.0 New Hardware 7
7.0 Software Licence and Subscriptions 8
8.0 Replacement Hardware 9-10
9.0 ICT Services 11
10.0 ICT Consumables 12
11.0 Mobile Phones 13
12.0 Other ICT Purchases 14
13.0 ICT Asset Management 15
14.0 Compliance 15
15.0 Non- Compliance 15
16.0 Equipment Disposal 15
Appendices
Appendix A ICT Standard Items List 16
Appendix B ICT Procurement Standard Items Role Eligibility 17
Appendix C Approved ICT Standard Items specifications and 18-20
Standard software provision
Appendix D ICT Hardware Replacement Schedule 21
Appendix E Procurement Policy contacts 22
Appendix F Vendor Evaluation Regulations 23
Appendix H Business Case Template 24
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1.0 Introduction
Why do we need an Information Communication Technology (ICT) Procurement Policy?
In 2013/14 Falmouth spent in excess of £1.7 million on ICT related purchases.
Figure 1.1 Total Non Staff ICT spend 2010 to 2013.
In line with Falmouth’s Value for Money strategy we are committed to delivering a transparent procurement process that ensures best value for the institution. Our ICT strategy also demands we devise a policy that both supports our creative nature and ensures our end users have the technology they need to do their jobs.
This policy has been designed to allow the procurement and supply of technology assets to support an individual’s role, whilst still allowing us to deliver savings and service improvements through the standardisation of equipment.
Standardising hardware and centralising software licence management enables us to deliver;
Faster turnaround time by keeping stocks of frequently ordered items. Better value for money by securing bulk purchase discounts and negotiating better vendor
contracts. Reduced support costs, by enabling staff to become familiar with equipment. Improved asset management – allowing clearer planning of updates and patch rollout. Cost savings - reducing the duplication of software licence purchases.
2.0 Strategic AlignmentThe following ICT strategic values and principles have shaped this procurement policy;
ICT Strategic Values • Nurture and support a cross platform desktop environment enabling users to select the best
technology for the job at hand.
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• Implement a transparent governance procedure so it is clear how technology investments are made, prioritised, managed, implemented and that their value to the institution and their effectiveness is monitored and measured.
• Endeavour to gain the maximum possible value out of available technologies, partnerships, shared service and outsourcing opportunities where appropriate.
• In conjunction with our Academics and technical staff, develop an ICT procurement policy, process and service that supports our specialist nature.
• Recognise the specialist nature of the research environment and provide a range of bespoke services and solutions or help to source specialised technologies where appropriate.
ICT Strategic Principles• Where an ICT investment or development provides a student facing service, end user
experience will be our key driver. Where ‘back office’ business processes are involved then efficiency and effectiveness will be paramount.
• In areas other than Educational Technology (ET), our aspiration is not to be at the forefront of new technological developments rather to look towards proven, cost effective solutions.
• Whilst ensuring our users can excel in their individual areas, we will drive up quality of service and the cost of delivery down by moving towards greater standardisation of equipment, systems and services wherever possible.
• All procurement, process, solution, architecture and infrastructure designs should, where possible, be guided by the ICT strategy and sub strategies and consider agility in terms of supportability and interoperability.
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3.0 What does this policy cover?
This policy covers the purchase of all ICT hardware, software, computer-related components and services purchased with Falmouth University funds.
All hardware, software, or components purchased with Falmouth University funds are the property of Falmouth University. This also includes all items purchased using a personal credit card for which the employee is later reimbursed.
4.0 How do I use this document?
There are two easy steps to understanding the procurement policy relating to your category of purchase;
1. Find the ‘Category’ your purchase best fits into in section 5 of this document.2. Your category will direct you to a purchase flow chart which describes the procedure you
need to follow to comply with this policy.
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5.0 ICT Purchase Categories
From the list below identify the category into which your proposed purchase fits, then follow the directions to the relevant section of this ICT procurement policy which explains the process you need to follow.
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New Hardware
PC/Laptop/Printer/screensTablets / Specialist
equipment/Infrastucture/Captial
purchases
Go to section 6 (page 7)
Software licence and
Subscriptions
New Software Replacement Licence
purchases and Subscriptions
Go to section 7 (page8)
Replacement Hardware
Scheduled Replacements of pc/laptops/printers/Infrastructure/Capital
Items
Go to section 8 (page 9)
ServicesConsultancy/Support/
Implementation / Labour Charges
Go to section 9 (page 11)
Consumables USB Sticks/Leads/etcGo to section 10 (page 12)
Mobile Phone Mobile Phone Go to section 11 (page 13)
Other If your item does not fit into any of the above
Go to section 12 (page 14)
6.0 New Hardware
Overview of purchasing procedure for new hardware purchases:
Please note: The FXPlus IT Procurement Office will process all orders in line with Falmouth University Finance regulations, see Appendix F for full details.
The Special Technology Team can support procurement of any hardware required to support special requirements under the Reasonable Adjustment Fund, full details can be found here.
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7.0 Software Licence and subscriptions
Overview of purchasing procedure for all software licence and subscriptions purchases:
Please Note: Software Licences and Subscriptions -All software licence and subscription purchases must be recorded in the central licence and subscriptions register via the FXPlus IT Procurement Office. The FXPlus IT Procurement Office will process all orders in line with Falmouth University Finance regulations; see Appendix F for full details.
The Special Technology Team can support procurement of any hardware required to support special requirements under the Reasonable Adjustment Fund, full details can be found here.
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8.0 Replacement Hardware
Overview of purchasing procedure for replacement hardware purchases:
Please note: The FXPlus IT Procurement Office will process all orders in line with Falmouth University finance regulations, see Appendix G for full details.
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Scheduled Replacements -
FXPlus IT Services are funded directly to replace hardware (funding is in line with the standard items and specifications contained in appendix A,B and C) and to ensure that best value is achieved.
Replacements are planned in line with the hardware replacement schedule (Appendix D). Tenders for the supply of new equipment takes place during June of each academic year. All replacements will be based on an approved standard item specifications, (Appendix C),
agreed for that year by IT Committee. Any request for changes to that specification need to be highlighted to the Special
Technology Team prior to June and, if approved, funding will need to be identified by the department requesting the change to cover any difference in costs.
IT services will be required to refer all enhanced specification requests via business cases to the CIO for approval.
The replacement schedule of assets currently within circulation will be reviewed to ensure replacement funding is available from central ICT funds in line with this procurement policy’s eligibility agreements (Appendix B).
Unscheduled Replacements –
Assets within Warranty Period – If the asset was originally procured through the FXPlus procurement channel the FXPlus FXPlus Servicedesk will process any replacements via the warranty process. FXPlus IT Servicedesk will attempt to assist with warranty claims on items procured outside of FXPlus procurement office, however if the resource required to handle the warranty claim negates the value of the asset the service will not be available.
Assets out of Warranty Period – Any unscheduled replacement required out of the Falmouth Hardware replacement schedule (Appendix D) and out of an items warranty period must be funded from departmental budgets and must follow the New Hardware procurement route.
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9.0 ICT Services
Overview of purchasing procedure for ICT services:
NOTE: If the service contract being procured covers multiple years (e.g. a 4 year support contract) you must include the ‘Whole Life Cost’ of the contract in the procurement procedure. Please contact the FXPlus procurement office for assistance.
Website hosting services -Details of any new website hosting arrangements where websites contain institutional data or utilise institutional branding must be registered with the Information Office.
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10.0 ICT Consumables
Overview of purchasing procedure for ICT Consumables:
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11.0 Mobile Phones.
Overview of purchasing procedure for Mobile phones:
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12.0 Other ICT purchase
Overview of purchasing procedure for ‘other’ ICT purchases:
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13.0 ICT Asset ManagementAsset Register - All ICT assets over £250 in value are to be recorded in the asset register; this will be completed automatically where an item is procured through the FXPlus FXPlus IT Procurement Office. It is the responsibility of the employee to ensure any asset purchased outside of the FXPlus IT Procurement Office is passed through for addition to the asset register.
It is the responsibility of the asset owner to inform the FXPlus IT Procurement Office of any changes in the asset location.
14.0 ComplianceIt is the responsibility of all line managers to ensure that staff within their own area understand and are complying with the ICT Procurement Policy.
15.0 Non- ComplianceThe procurement policy exists to ensure that financial commitments made by Falmouth University to vendors are accounted for and follow the financial procurement policy guidelines.
Employees should be aware that they may be held personably accountable for rogue purchasing or any other commitments to vendors which fall outside of the boundaries of this policy.
Any issues of non-compliance with this policy should be highlighted immediately to the Director of Finance.
16.0 Equipment DisposalSince July 2007 Falmouth has been required to work within the waste electrical and electronic equipment (WEEE) system and disposal guidelines. The system is there to reduce landfill and environmental pollution. We are also required to comply with UK data protection legislation. To conform with these guidelines replacement ICT equipment will only be issued by FXPlus IT Services upon the return of the existing asset being replaced. This protects the University against any liability regarding incorrect use or disposal of assets.
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Appendix A – ICT Standard Items List
This standard items list contains details of pre- approved items that can be ordered subject to role eligibility restrictions (Appendix B). Standard Items can be procured through the FXPlus IT Procurement Office who will raise the relevant orders through the Agresso finance system.
For Hardware Specifications see Appendix C
Item Code Procurement Route NotesHardwareApple Base Level DesktopApple Base Level LaptopApple Enhanced Level DesktopApple Enhanced Level LaptopBase Level LaptopBase Level PCEnhanced Level LaptopEnhanced Level PCStandard TabletVDIConsumablesCables: printer, adapters, hard drive, firewire, usb, audio/multimedia, power, monitor, etc.
Bulk Purchase Agreement with iTrap use iTrap portal
Displays/Monitors: range of sizes of tft and lcd displays
Bulk Purchase Agreement with iTrap use iTrap portal
Miscellaneous: Notebook cases, CD cases, mouse mats, wrist rests, risers, monitor arms, etc
Bulk Purchase Agreement with iTrap use iTrap portal
Network items: Ethernet cables, PCMCIA cards, usb wireless adapters, Bluetooth adapters
Bulk Purchase Agreement with iTrap use iTrap portal
PC security items: locks, cables Bulk Purchase Agreement with iTrap use iTrap portal
Peripherals: speakers, webcams, headsets, earphones, mice, keyboards, etc
Bulk Purchase Agreement with iTrap use iTrap portal
Storage devices: external storage back up media ie flash drives, external hdd
Bulk Purchase Agreement with iTrap use iTrap portal
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Appendix B – ICT Procurement Standard Items Role Eligibility
The following sets out the eligibility criteria for items on the ICT standard items list depending on the staff role.
Eligibility KeyEligibleSenior Executive to decide based on role requirements (1 device only)Line Manager to decide based on role requirements (1 device only)Business Case required to demonstrate special requirement
Role
Equipment
VC Executive
Team
Academic and
Professional Services
Staff Over 0.6 FTE
Academic and
Professional Services
staff Below 0.6 FTE
VDI - Virtual Desktop InitiativeBase Level desktop PCBase Level PC LaptopApple Base Level desktopApple Base Level laptopEnhanced Level PCEnhanced Level LaptopApple Enhanced Level DesktopApple Enhanced Level LaptopTabletMobile Phone
Eligibility Guidance notes
Mobile Phones – the following would qualify staff with Line Manager approval;
Staff who regularly work between campuses (equating to more than 2 days at each campus per week).
Staff who have significant travelling requirements as part of their role. Staff who are responsible for providing out of office support services. Staff who work unsociable hours, if access to land lines is not readily available. Staff who undertake frequent lone working.
NOTE: The cost of the phone, ongoing contract and calls will be charged to the authorising Line Managers departmental budget.
Business Cases – help can be sought from the special technology team on how to write a business case.
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Appendix C - Approved ICT Standard Items specifications and standard software provision
Approved Hardware Specification as of April 2013 from PC desktop tender
VDI10zig PCUK English keyboardWired Mouse19” TFT LCD Monitor
Base Level PCOptiplex 3020 SFFIntel core i3 dual core 3.4GHz4GB500GBKeyboard and mouseDell 19” monitor
Base Level LaptopLatitude 3440Intel core i5 1.66GHz dual core4GB 500GBCaseMouse+ The option for additional 19” TFT LCD Monitor and external keyboard and mouse to comply with DSE Guidelineshttp://www.dell.com/uk/enterprise/p/latitude-e5430/pd
Apple Base Level DesktopMAC Mini2.5GHz Intel Core 2 Duo4gb RAM500gb Hard driveWired Apple mouse19” Standard TFT LCD MonitorUK English keyboardhttp://store.apple.com/uk/browse/home/shop_mac/family/mac_mini
Apple Base Level LaptopMacbook Pro2.5GHz Intel Core 2 Duo4gb RAM500gb Hard drivehttp://store.apple.com/uk/browse/home/shop_mac/family/macbook_pro
Enhanced PC
3.4ghx i7 quad core processor
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8gb RAM500gb Hard DriveUK keyboardMouse19” TFT Monitorhttp://configure.euro.dell.com/dellstore/config.aspx?oc=sm015d9020sff8&model_id=optiplex-9020-desktop&c=uk&l=en&s=bsd&cs=ukbsdt1
Enhanced Laptop
3.4ghz i5 quad core processor8GB RAM500gb Hard Drive15.6” ScreenWired Mouse
http://www.dell.com/uk/business/p/xps-15-9530/pd?c=uk&cs=ukbsdt1&l=en&s=bsd&~ck=mn
Enhanced apple desktop
iMac 21.5-inch: 2.9GHz 8gb1TB hard driveWired apple mouseKeyboardhttp://www.apple.com/uk/imac/
Enhanced mac laptop
Macbook pro with 15” retina display2.66GHz quad core intel core i78GB, 256GB flash storageThunderbolt to gigabit Ethernet adapter
Standard Tablet Apple Ipad Air 16GB wifi onlyOr Samsung Galaxy Tab 3 16GB 10.1”
Mobile Phone *iPhone 4S 8GBSamsung Galaxy S3 mini
Desktop Monitor PC/MAC
PC monitor 24”- Dell E series E2414H
Keyboard/Mouse
Kensington value keyboard
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Kensington mouse in a box USB optical mouse
Provision of standard software.
There is a range of software that is standard to each machine and which includes:
Microsoft Office Windows/Microsoft for MAC Windows Operating System / MAC OS Access to all relevant MIS systems as appropriate Anti-virus software.
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Appendix D – ICT Hardware Replacement Schedule
Agreed Cycles of hardware replacement . Applies to Base and Enhanced level of equipment.
Asset type Replacement Cycle NotesVDI - Virtual Desktop Initiative
5 years
Desktop PC 5 years Will be replaced with VDI unless business case for desktop
Apple desktop 5 yearsPC Laptop 3 yearsApple laptop 3 yearsLaser Printers None Replaced with access to
centralised print service unless business case for replacement approved
Tablet PC None Tablets are not included in any centralised replacement schedule and must be funded by Departmental budgets
Servers 5 yearsMajor Infrastructure In line with infrastructure
business plansMobile Phone In Line with negotiated
Falmouth contracts
All replacements will be based on the specification level agreed for that year (Appendix C) where a user has qualified for an enhanced specification replacement will be at an enhanced level. Any changes to a user’s specification level need to be identified in a business case and funding agreed for the difference between the minimum specification and the higher specification. IT services will be required to refer all change of specifications that exceed agreed eligibility criteria (Appendix B) via business cases to the Falmouth CIO.
Close management of the software replacement cycle will also be overseen by IT Services so that there is a consistency of approach and relevant training and support in place before a major upgrade.
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Appendix E – Procurement Policy contacts
The following contacts are available to assist you with your purchasing needs at Falmouth University:
Job Description Name Email Extension
FXPlus IT Procurement Office
Thelma Herrera [email protected] 3760
Special Technology Team
Members below [email protected]
Information officer Chris Hall [email protected] 5532
BIS Programme Manager
Jo Smith [email protected] 1434
Head of Academic Technical Areas
Pete Hooper (AMATA)
Graham Lawrence (IP)
David Smithers (SOFT)
5715
3707
59333
FXPlus Head of ITS Nathan Prisk [email protected] 3823FXPlus Print Services Manager
Mark Willey [email protected] 1762
Budget Holder The identified budget holder requiring purchase
Director of Finance Rob Holmes [email protected] 3775
Chief Operating Officer
Peter Cox [email protected] 3773
FXPlus Director of ICT
Gareth Ward [email protected] 259406
Equality & Diversity Officer
Anthony Anirud [email protected] 3843
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Appendix F - Vendor Evaluation RegulationsAll ICT procurements must be carried out in line with the Falmouth University financial procurement regulations full details can be found at the following pages;
Finance Purchasing Regs
Tender Regulations
A high level summary of limits, regulations and authorisations required is provided below;
Anticipated Order Value
Process Required Support Available from
Approval Required
£1 to £250 Please access the itrap Ordering page on the Procurement supplier directory;https://sp.falmouth.ac.uk/sites/procurement/SitePages/Welcome.aspx
FXPlus IT Procurement Office
FXPlus IT Procurement Office
£250 to £25000 (or £20000 if ERDF funded)
3 Quotations unless purchasing from an Approved Supplier under an existing framework
FXPlus IT Procurement Office
Budget Holder - PO CIO – business CaseFinance regs over £5k approver
Over £25,000 Full Tender Required Special Technology Team and FXPlus Procurement Office
Budget Holder - POCIO – business CaseFinance regs Over 25k Approver
Over £172,000 spend in 1 year
Full OJEC Tender required Special Technology Team and FXPlus Procurement Office
Budget Holder - POCIO – business CaseFinance regs Over 100k Approver
All vendor contracts must be signed by the relevant budget holder to ensure future financial commitments are fully visible and accounted for in future business planning.
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Appendix HThe Business case form is available on the new ICT SharePoint Site
https://sp2013.falmouth.ac.uk/public/ict/_layouts/15/start.aspx#/SitePages/Home.aspx
An example of the form can be seen below
Type of Purchase * New Hardware
Software Licence and Subscriptions
Replacement Hardware
Specify your own value:
Description *
Describe the item that is to be purchased.Requested By *
Enter a name or email address...Business Need *
Describe the Business need and benefits of the purchase.Role Specific * No
YesIs the equipment for a specific member of staff?
Role GradeRole FTEProposal Sponsor *
Enter a name or email address...Who has authorised this request and will follow the proposal/project through, support the work that is carried out and has responsibility for achieving the outcome of the project?
Costs *
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Include details of cost of proposed purchase.Budget *
YesNo
Has budget been secured in current year for purchase?Budget Code *
Confirmation of budget code for purchase.Budget Code Holder *
Enter a name or email address...
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FC
