EIT PROCUREMENT PROCESS

PURPOSE

To ensure institutional accessibility in accordance with the Americans with Disabilities Act of 1990 and Sections 504 and 508 of the Rehabilitation Act of 1973. Accessibility must be at the forefront as college employees consider, select, and procure new Electronic and Information Technology (EIT). Any EIT procured by the College must be accessible to students, faculty, and employees with disabilities and comply with the SUNY EIT Accessibility standards and policy. It is the responsibility of the requisitioner or the department to coordinate EIT purchases with the Accessible EIT Purchasing Review Committee.

WHAT IS EIT?

  • Computer hardware and software
  • Operating systems
  • Web-based information and applications
  • Telephones and telecommunications products
  • Office products such as copiers and fax machines
  • The Internet
  • Intranet websites
  • Content delivered in digital form
  • Electronic books and electronic book reading systems
  • Search engines and databases
  • Learning management systems

PROCUREMENT DOCUMENTS

WHERE DO I BEGIN?

  • PLAN AHEAD!
  • At least 3 weeks prior to your purchase, a Cayuga EIT Pre-Purchase Form must be completed.
  • To complete the form, you must understand what features of the product you or your department will be using and the intended users or audience for the product.

HOW TO COMPLETE YOUR EIT PRE-PURCHASE FORM

PART 1: Requestor Information
(ALL MUST COMPLETE THIS SECTION)

Download the EIT Purchasing Form Pre Purchase Committee Review Form.

Fill in your name, date, title, department, campus phone number, and email.

PART 2: Purchase Information
(ALL MUST COMPLETE THIS SECTION)

Is this a new purchase or renewal of a contract? Complete the estimated annual cost and the procurement method (direct purchase, quote, or bid)

PART 3: Product Use Information
(ALL MUST COMPLETE THIS SECTION)

This will describe the use of the product at the College and where in the College it will be used.

PART 4: Products Considered for Purchase
(ONLY TO BE COMPLETED FOR PURCHASES NOT COORDINATED THROUGH THE COLLEGE PROCUREMENT OFFICE)

List all products that were reviewed or considered for purchase, even those not chosen for submission to the EIT Purchasing Review Committee

PART 5: Product Submitted for Committee Review
(ONLY TO BE COMPLETED FOR PURCHASES NOT COORDINATED THROUGH THE COLLEGE PROCUREMENT OFFICE)

List all required information for submission to the committee, including product name, vendor/publisher, version, along with VPAT (Voluntary Product Accessibility Template) documentation.

Once PARTS 1–5 are completed, submit the form, along with all required attachments, to Kelly Albrecht via email at kalbrecht@cayuga-cc.edu.

WHAT IS NEXT?

The review committee will complete PART 6 of the Pre-Purchase Form and determine if your purchase meets the SUNY policy for Accessible EIT purchases.

If your purchase is deemed NOT fully accessible, you will be notified by the committee and asked to complete either a Request for Accessibility Exception Form or an Alternate Access Plan. This will determine if the product could be made accessible or if the vendor would be able to provide documentation as to a date it would be fully accessible.