It related acquisitions may 2008
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IT & RELATED ACQUISITIONS (May 2008). CLASSIFIED AS 3 TYPES: TYPE 1 - IT APPROVES & PURCHASES TYPE 2 - IT RECOMMENDS / CONCURS & NRCS FUNDS & PROCURES TYPE 3 - DOES NOT REQUIRE IT APPROVAL OR ACQUISITION

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IT & RELATED ACQUISITIONS (May 2008)

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It related acquisitions may 2008

IT & RELATED ACQUISITIONS(May 2008)

CLASSIFIED AS 3 TYPES:

TYPE 1 - IT APPROVES & PURCHASES

TYPE 2 - IT RECOMMENDS / CONCURS & NRCS FUNDS & PROCURES

TYPE 3 - DOES NOT REQUIRE IT APPROVAL OR ACQUISITION

ALL THREE TYPES REQUIRE IT ACQUISITION STAMP AND NRCS “INVESTMENT ACCOUNTABILITY” (IA) NUMBER FROM FT. COLLINS, BUT ONLY TYPES 1 AND 2 REQUIRE OCIO-ITS SIGNOFF.

TYPE 1 ITEMS AND TYPE 2 BPA ITEMS WILL BE DELIVERED TO THE OCIO-ITS STAFF AS DESIGNATED BY THE GROUP MANAGER.


It related acquisitions may 2008

TYPE 1 - IT ACQUISITION PROCEDURES (May 2008)

(TO BE PURCHASED BY ITS)

Requestor prepares

Type 1 AD-700 with detailed

specifications, delivery

Information, POC, BOC,

etc. and obtains

supervisor signature

AD-700 to

Zona Beaty

for authorization

OCIO-ITS

Signs AD-700

and forwards to

FNM

FNM

certifies funds &

returns to requestor

Requestor faxes 700

to Steve Weber for

IA number

Fax 970-295-5414

Steve Weber

assigns IA # and

returns AD-700 to

requestor

* OCIO-ITS

purchases, receives,

installs and completes

EATS

EXAMPLES OF TYPE 1 IT ACQUISITIONS

Copier- Networked & to be purchased Hardware Maintenance Renewals on Type 1

(Purchased Networked Copiers)

Hardware Maintenance Renewals on Type 1 Personal Data Assistants (PDA)

(Non BPA Items) RAM Upgrades not available from BPA

Non BPA Printers – All Repairs on Non BPA items such as Printers, Scanners – All Scanners & other devices not under warranty

All new software, including Engineering/GIS

Renew subscription on software Remote Sensing

Telecommunications – No cost, Telecommunications – Systems & Components

No NRCS IA required Office phone systems; blackberries; cell phones

Voicemail Systems satellite/bag phones; broadband/wireless cards


It related acquisitions may 2008

TYPE 2 - IT ACQUISITION PROCEDURES (May 2008)

(TO BE PURCHASED BY CONTRACTING)

Requestor prepares Type 2

AD-700 with detailed

item specifications,

delivery information,

POC, BOC and obtains

Supervisor’s signature

AD-700 to

Zona Beaty

for authorization

OCIO-ITS

Signs AD-700 and

designates delivery

address, POC &

phone number

FNM

certifies funds &

returns to requestor

Requestor faxes 700

to Steve Weber at

970-295-5414 for

IA number

Steve Weber assigns

IA # and returns 700

to requestor

Forward AD-700 to

Contracting (Cortez)

for purchase

See Part 7 of IT

Acquisition Procedures -

Buying from USDA BPAs,

to complete purchase

Type 2 orders from BPA

deliver to OCIO-ITS or

as designated by ITS

Receiver forwards

signed and dated

Receipt for Supplies

to Contracting within

5 work days to pay vendor

EXAMPLES OF TYPE 2 IT ACQUISITIONS

Copier- Networked & to be leased Digital Cameras & Accessories, Digital Projectors

GPS Units – Handheld Hardware Maintenance Renewals on Type 2 Leased Copiers

ALL ITS BPA Catalog Items: Replacing Blackberry Accessories (Cases, Chargers)

-computers- desktop, geospatial, tablets, Replacing Cell Phone Accessories

laptops, printers, plotters, faxes, RAM, USB DVD/CD External Read/Writers

misc. items (part of a system not a USB External Hard Drives/Storage Devices (Flash,

standalone EATS entry) Micro/Mini Drive)

VHF – Handheld Radios


It related acquisitions may 2008

TYPE 3 - IT ACQUISITION PROCEDURES (May 2008)

(TO BE PURCHASED BY CONTRACTING)

Requestor prepares Type 3

AD-700 with detailed

item specifications, cost

delivery information,

POC, BOC, etc. & obtains

Supervisor’s signature

AD-700 to

Zona Beaty

for purchase

approval

(stamp not required)

FNM

certifies funds &

returns to requestor

Requestor faxes 700

to Steve Weber at

970-295-5414 for

IA number

Steve Weber assigns

IA # and returns 700

to requestor

Forward approved

AD-700 to

Contracting (Cortez)

for purchase

See Part 7 of IT

Acquisition Procedures -

Buying from USDA BPAs,

or use open market as

appropriate

Receiver forwards

signed and dated

Receipt for Supplies

to Contracting within

5 work days to pay vendor

EXAMPLES OF TYPE 3 IT ACQUISITIONS

(NOT supported by OCIO-ITS)

Copier- Non Networked-either purchased or leased Engineering Robotics Surveying

Engineering Total Stations (Survey Grade) Hardware Maintenance Renewals on Type 3 Copiers

Sensors, remote data collection devices

measuring devices


It related acquisitions may 2008

IT ACQUISITION PROCEDURES:

ORDERING CONSUMABLES & SUPPLIES (May 2008)

Requestor prepares

AD-700 with detailed

item specifications, cost

delivery information,

POC, BOC, etc. & obtains

supervisor’s signature

FNM

certifies funds &

returns to requestor

if under $2, 500 or

forward to contracting

if over $2,500

Toner & Ink Supplies

(remfg) MUST BE

purchased from

ABM Federal Sales

BPA (see Part 7

attached)

If under $2,500,

call 866-860-4288

and order using

purchase card. You

will need the part # or

Printer model #

OR Order online at

http://usda.abmfederal.com

after setting up an

account

If over $2,500,

contracting will

purchase off the

ABM BPA

EXAMPLES OF CONSUMABLES

Printer toners/ cartridges/

print heads

maintenance parts/

fuser kits

Each Team must develop

and maintain a record of

supplies & consumables,

reportable annually. Use

the excel format below.

CONSUMABLES & SUPPLIES - ACCOUNTABILITY REPORT FORMAT 2008

DATE ORDERED SOURCE DESCRIPTION COST EACH QUANTITY TOTAL COST DATE DELIVERED ORDERED BY For Field Office

____________________________________________________________________________________________________________

1/31/08 ABM HP 4200 Toner $119 3 $357 2/15/08 L. McGraw Columbiana

Additional ordering information follows (Part 7 – Buying from USDA BPA)


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