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Policy Title: Quoting and Purchasing IT Equipment and Software Policy ID: IT-10 Origination Date: December 15, 2014 Update Date: December 15, 2014 IT7-1 Policy It is the policy of Ogden City IT to maintain clear quoting and purchasing procedures for all City owned devices and software. IT7-2 Policy Purpose To outline qouting and purchasing procedures for all City owned devices and software. IT7-3 Evidence of Compliance That all City owned devices and software are qouted and purchased correctly and in a timely way. IT7-4 Policy Procedures 1. Quoting: a. Where applicable, policy 1410, item 3C, governing purchases of hardware and software shall be applied in consideration of small item purchases b. IT Admin and/or IT Customer Support Supervisor shall perform all quotes unless otherwise approved by the IT Operations Supervisor c. Quote request is made to the Help Desk d. Help Desk creates a ticket in TrackIT and assigns it to the IT Admin (Quoter) e. Quoter shall confirm correct part numbers with the Customer Service Desk and the individual requesting the qoute. f. All quotes shall be turned around within two working days 2. Purchasing: a. IT Admin and/or IT Customer Support Supervisor (Purchaser) shall perform all requisitions unless otherwise approved by the IT Operations Supervisor b. Requestor of the equipment or software shall complete a requisition form or an email with customer’s approval including items, cost, quantity, account number, and any specific instructions for handling new equipment/old equipment, and submit it along with the project scope and the current quote to the Purchaser c. Requisitions shall be submitted to the Purchaser no later than 5 days prior to the vendor’s expiration of a quote d. The IT Purchaser shall track the order and keep the requestor informed of the expected delivery date, backordered equipment/software, or other special circumstances e. When equipment or software is received IT Support staff shall inventory, asset tag, name the equipment, and store it in the closet ---PAGE BREAK--- f. IT Support staff shall create a work order including details of implementation and send it to Customer Service Desk IT7-5 Enforcement: Any employee found to have violated this policy may be subject to disciplinary action up to and including termination of employment.