1. Department (preferably the admin) will submit a request to get a quote for the software requested (please include the following with your request)
- Please indicate if this software is needed for classroom or office use.
- Indicate the name(s) of all employee(s) who will be using the software.
- Where will the software be utilized? Please include building name and office number.
- How many licenses are needed?
- What date is it needed by?
2. IT will reach out to vendors to obtain quotes
3. Once IT receives the quotes they are reviewed for accuracy, the best value, and quality.
4. The selected quote will be sent to the department for review along with the IT approval message indicating that IT is approving the purchase.
- This purchase must be approved by the department head.
- The quote and the approval message must be included with your purchasing document.
5. A 3rd Party vendor assessment (3PVA) must be completed by the department annually.
- The vendor may be able to assist with questions you may have when completing the 3PVA
- Once completed, submit the 3PVA document via a ticket for review & approval
- This approval message must be included with your purchasing documents & contract transmittal forms
6. A VPAT or an exception (AER) is required for all software purchases annually. A VPAT may be obtained from the vendor and sent to the Digital Accessibility Officer (Lydia Harkey) for review and further instructions. VPAT and AER questions should be directed to DAO@tamuct.edu.
- The email approval from the Digital Accessibility Officer indicating that the VPAT meets all of our specifications or the completed exception (AER) must be included with your purchasing documentation.
- For more information on Accessibility requirements, the EIR process, and instructions for completing the AER form, please visit the EIRAC - Accessibility community in Canvas.
7. You must complete the Export Control Review of Purchases form prior to purchase. For questions or additional information, please contact the International Travel & Export Control office. A copy of training and exempt items can be found in the Export Control module of the Division of Research Canvas community.
8. Contact contracts@tamuct.edu for software contract questions.
9. If the department decides not to purchase the software, please let IT know so that we can close out the ticket. Additionally, you close your own ticket and the system will notify us.
Reminder- Please place your order before the quote expires to avoid a higher cost and delivery delays!