Technology - Software

All Information & Communication Technology (ICT) goods or services acquired in the form of computers, hardware, software systems, software maintenance, telecommunications, applications, websites, digital subscriptions or other digital technology products, including Televisions, etc. or sensitive items that contain level 1 or level 2 data require review and approval, even if acquired at zero cost.

ICT Procurement Compliance Review (PCR) process

  1. Submit an PCR Form - This will create a ticket that will be reviewed by both Procurement & DoIT. (Procurement will notify you when your ticket is approved and complete. You can review the status of your ticket at any time by logging into the IT Help Chiclet found under your CSULB Single Sign-On.)
  2. Once you have received approval, you may then move forward with your acquisition/requisition submittal. (This process must be completed before requisition submittal/acquiring your goods or services.)

When do I need to submit a PCR form?

For mobile or cellular devices, refer to Telephones.

For Drones, refer to Drones.

For 3D Printers, refer to Equipment.

Please note that Procurement Compliance Reviews (PCR) may take up to a minimum of 10 days or more to process, so please plan accordingly.

It is required to submit a PCR ticket to the ICT Procurement Compliance Review (PCR) Process, attach all pertinent information, and receive approval on the PCR ticket prior to submitting the requisition.

Yes, all software (or SaaS) contains an End User License Agreement (EULA), Software License Agreement (SLA), or some other set of Terms of Use for their software product.  If the purchase will be from a foreign supplier, please submit the Foreign Purchase requirements with the requisition. 

Follow all other guidelines noted in the Key Purchasing Requirements and Quote/Bid Thresholds to confirm if a requisition is required.

A minimum of 10 working days after Procurement receives all completed documentation.

Campus - All Goods & Services purchases between $50,000 - $500,000 require a minimum of 3 competitive quotes. If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).

Any amount over $10,000 must be submitted on a requisition.

Anything under $50,000 is at the discretion of the Purchasing Department as to whether additional quotes are required.

Purchases over $500,000 require a Request Formal Proposal (RFP). If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).

Foundation “G” (Grants) Funds - All Goods & Services purchases between $10,000 - $49,999 require at least 2 informal quotes. Anything between $50,000 - $100,000 require 3 informal quotes. Purchases over $100,000 require a Request Formal Proposal (RFP).

  • An approved PCR Form must be completed each fiscal year and submitted with any payment type or requisition. If a subscription is a renewal, note that on the PCR ticket.
  • Contract review by Purchasing if T&C's are included on a click-through agreement.
  • Determine the level of data/information security stored using Information classification standard
  • The following two Forms may be requested by Information Security when indicating that Level 1, Level 2 data, or Cloud will be utilized.
  • On-campus Security Data Requirements Checklist (PDF) for the requesting department to complete when the IT contract renewal is submitted online
  • Higher Education Cloud Vendor Assessment Tool (HECVAT) (XLS) for the vendor to complete.
  • By accepting a contract with the CSU, Contractors must certify they are neither nor its principals or its subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in transactions by any federal department or agency (2 Code Federal Regulations[CFR] 180.220, in accordance with the Office of Management and Budget guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 Comp., p. 235).
  •  For contracts using both, CSU and federally awarded funds, a debarment check must be completed prior to issuing any procurement contracts of goods or services that are $25,000.00 or greater.

Risk Management Review Required?

Yes, as required.

  1. Permitted Payment Options: Subject to the above requirements.
    • PO – Allowed
    • ProCard – Not Allowed – Any exception to this restriction must be approved in advance in writing from Procurement Services.  All exception requests must be emailed to fs-pcard@csulb.edu. 
    • One Card – Not Allowed – Any exception to this restriction must be approved in advance in writing from Procurement Services.  All exception requests must be emailed to fs-pcard@csulb.edu. 
    • Direct Pay – Not Allowed
    • Employee Reimbursement – Not Allowed
  2. Documents required:
    • Supplier Invoice
    • Additional required documents listed under the Additional Forms or Requirements section above.
    • Delegated approval (DOA) using one of the following options
      1. Purchase Order (PO)
        1. Dispatched PO & receipt of goods through Shipping & Receiving (no action required by requesting department)
        2. Authorized stamp on invoice referencing PO# and Acknowledgement of Service
        3. Electronic approval (via email) sent directly to fisinvoiceapproval@csulb.edu   
    • Contingent Documents
      1. If the supplier is not currently in PeopleSoft, then include the Vendor 204 (PDF) form or, for international vendors, complete the W8Ben
      2. If foreign supplier purchase requires pre-approval, then submit an approved Foreign Supplier Pre-Approval (DocuSign) form with the payment method.
  3. Payment Notes:
    • All checks will be mailed by the Accounts Payable department

 

Invoices received by Accounts Payable, prior to payment, are routed to the requester or approver to verify receipt of service or items. Reference the Invoice Approval Process for more ​

  • Please submit your ICT contract renewals using the online process as early as possible. Submitting your ICT contract renewals at least 2 months in advance of the renewal date would be optimal.
  • Copy of the Terms and Conditions or licensing agreement
  • The cost/quote of the product
  • If applicable, is the software product intended to be loaded on a University computer or online cloud-based solution

Campus Technical Coordinator Contact List

Common GL Account(s) to Use

  • 616001 - I/T Communication
  • 616002 - I/T Hardware
  • 616003 - I/T Software
  • 616005-  I/T Miscellaneous Costs

Refer to your Division/College/Department for additional policies and procedures.