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Auburn University has negotiated and awarded a new contract with HP for the purchase of desktop and laptop computers. The contract will be in effect until July 31, 2013 with an option to renew two additional years upon mutual agreement of both parties.
Frequently Asked Questions
How do I order a desktop or laptop computer?
HP holds the contract for desktop and laptop computers. Orders may be placed via
the HP Web site at: www.hp.com/buy/auburn or via the PPS Contracts web page. A new user registers directly on the www.hp.com/buy/auburn website by clicking on the "Login/Register" link on the left Navigation bar, and then following the "First Time User" instructions. This will complete the login registration process. Your email address is your Username, and you will be asked to create a Password.
How do I access their web site?
Visit the HP web site at www.hp.com/buy/auburn.
How do I order IT peripherals?
GovConnection holds our separately bid IT Peripheral contract. The GovConnection contract should be used exclusively for printer, scanner and other IT peripheral purchases unless there is not a product in their catalog that meets the technical specifications of the product needed. Contact Burnette Tolbert in PPS (4-7771 or tolbebn@auburn.edu) if you need assistance.
Who should I call if I was invoiced incorrectly?
Call Burnette Tolbert in Procurement and Payment Services at 844-3572.
How can I check on the status of an order?
The HP web site provides order tracking information. To access the order tracking information, in the left hand column on the website, click on "Order Status", enter the required information and click the "Submit" button.
To assist in placing future orders, an Order History is also available on the website. To access that information, click on the "Order History" icon in the left hand column, enter the required information and click the "Submit" button.
Am I allowed to use my Purchasing Card to purchase desktop and laptop computers?"
Yes. As long as the purchase is less than $2,500, your card per transaction limit covers the cost of the purchase, and you have not exceeded your monthly card spending limit, you can use your Purchasing Card to purchase the desktop/laptop.
Can I purchase Apple equipment and products rather than HP products?
The HP contract is a competitively bid contract, purchases from it are in compliance with the State of Alabama competitive bid law.
The purchase of Apple desktop or laptop computers would be construed as a violation of that contract unless one of the following conditions
applies:
- You are replacing an existing Apple peripheral or system
- You are purchasing an Apple system/product because your research
requires use of only the Apple operating system (such requirement cannot be written into the contract or grant language just to affect such
a purchase but rather must be a legitimate requirement as stated and documented by the contract/grant agency)
- The desired Apple product includes technology/features that are not available in HP products
Documentation of the reason for purchasing an Apple product instead of the equivalent HP product is required and is subject to audit.
If my need for an Apple product can be documented and approved, how do I make the purchase?
Provisions have been made for the AU Bookstore to make purchases of Apple products using a competitively bid State contract so orders for
these products can be placed there. The order form requires documentation of the above explanation for purchasing a non-HP product.
To place an Apple order, go to the AU Bookstore and complete the Bookstore order form. If the order exceeds the $2,500 small dollar
purchasing threshold, the Bookstore will direct you to complete and submit an AU Purchase Requisition. The PPS technology Buyer, Burnette
Tolbert, will take action on the PR.
Are we required to purchase from the Preferred Vendor Contracts?
Yes, you are required to purchase from the Preferred Vendor Contract. Once you see the pricing on these contracts, we think you're going
to WANT to purchase from them due to their very competitive pricing! Beyond that though, these vendors have been designated as the
"Preferred Vendors" for AU for these particular commodities as the result of a competitive bid process. In general, making purchases outside
the contract shouldn't be necessary. We understand from time to time there may be a justifiable reason to purchase off contract through a
different vendor. However, when the need arises, you are potentially violating the bid law, as all of our contracts have been competitively
bid and awarded. In that situation, please attach a note of explanation to the voucher/purchasing card recon. In some cases, PPS may follow
up with you…in other cases, the Preferred Vendor may follow up with you.
Can I still lease computers?
Yes. HP has added to their website the leasing option associated with our IT Department. You will still need to contact OIT at 4-4512 before leasing from the site.
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