Technology Equipment/Software

TECHNOLOGY EQUIPMENT/SOFTWARE

All technology purchases (computers, printers, software and peripherals) must meet District Standards and/or be approved by the Department of Technology Services. You will not see any computer vendors in the Requirement Contracts Catalog that you can purchase directly from (Contract Release Request). This is not a new procedure. The Vendors (Dell and Apple) have been told not to accept Contract Release Requests or Credit Cards.

Hewlett Packard printers may now be purchased on Contract Release Requests forms. Pricing for the printers is available on the Purchasing website under “Additional Purchasing Information”.

The process for ordering technology equipment is as follows, this procedure also applies to printers that must be inventoried:

1.  School/department enters Purchase Requisition or Contract Release Request (printers) on-line, All computer equipment, including printers, must be centrally received; therefore enter the "ship to" (Header Shipping screen) as "F100" and put your school/department name and phone number on the "Attention" line. Do not use "as per attached lists". Each item must be entered as a line item on the requisition,

2.  School/department runs edit list,

3.  School/department approver approves requisition or Contract Release Request on-line,

4.  Approved requisition is received in Purchasing (online). If referencing a quote (which you must get for all computer orders), the quote number must be in the first line of description (i.e. EQuote number 123, Optiplex GX280…)

5.  The technology buyer emails DoTS (Department of Technology Services), listing the PT(s) that need approval,

6.  DoTS emails technology buyer that items have/have not been approved,

7.  The approved requisition is converted to Purchase Order and the PO is faxed to vendor. If this is a printer, the school/department is responsible for sending the signed Contract Release Request form to the Vendor.

Adobe software can be purchased on a Contract Release Request form. Pricing and product information is available on the Purchasing website under “Additional Purchasing Information”. All other software purchases must be entered on a purchase requisition for DoTS approval.

If your request was not approved, DoTS will contact the requestor/user at the site and will let them know what needs to be done. This process should not take longer than three days (if all information is correct and the vendor is in the vendor maintenance file) from the date that the Purchase Requisition is approved in Cayenta. Purchasing runs a "New Requisition Activity Report" once a day and any approved requisitions will appear on the list and will be dated the day it was approved (not entered) at the site. If the vendor is not in the vendor maintenance file on Cayenta and is the only supplier from whom we can get the product, the vendor information must be supplied by the site. The information needed includes the vendor name, complete address, phone number, fax number and contact name. This information must be put in the Header Comment field on the requisition (type an ** before each line of vendor information, to avoid having information print on purchase order). Purchasing will send the vendor a Vendor Information form which must be filled out and faxed back before we can issue a Purchase Order to them.

It is very important that the right commodity code is used, otherwise your request may go to a Buyer that is not familiar with your request and it may not be processed quickly. We can not stress enough how important these numbers are.

Here is a list of commodity codes for computer items:
020900 / SOFTWARE
020700 / COMPUTER PERIPHERALS
020600 / COMPUTER HARDWARE/DELL
020674 / PRINTERS
020400 / COMPUTER HARDWARE - APPLE/MACINTOSH

When a school/department is ordering equipment that must be secured to a cart or table, a Warehouse Requisition must be done to obtain a security kit to secure the piece of equipment that is being ordered, stock# 042.6000.00.

When software is delivered, make sure that the version is correct and that it is for the right computer (Macintosh or PC) before you take off the shrink wrap. Once you have torn the shrink wrap off the product it belongs to your school; vendors will not take back any item that is not in resalable condition. If the items received were incorrect or damaged, the vendor must be contacted within 15 days. If the items are being received on a Purchase Order, the receiver must notify the appropriate Buyer immediately. The vendor must receive the items in resalable condition in order for us to get credit (that includes the box).

The Warehouse will receive equipment on-line in Cayenta, all other Purchase Orders must be received on-line immediately after checking the order in.

Vendor

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Telephone #

APPLE COMPUTER INC The only approved supplier for Apple computers.

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800-800-2775 ext 42736

DELL MARKETING The only approved PC supplier at the present time

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800-576-6038 ext. 7284136

Denver Public Schools Home Page, DPS Departments, Purchasing Department Home Page

Staff, Mission Statement, Organizational Chart, Code of Ethics
Minority/Women Owned Businesses, Business the DPS Way, Associated Web Sites, Purchasing Handbook
Commodity Listing, Bids/Proposals, Commodity Cycles