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CHAPTER 6. UNIVERSITY FACILITIES AND SERVICES

The University of Texas at Austin            Policy Memorandum 6.301
Office of the President                      January 23, 1974

Subject: ACQUISITION OF COMPUTER AND COMPUTER-RELATED EQUIPMENT AND SERVICES

Funds appropriated in this Act and budgeted by agencies and departments in Articles I through IV for the acquisition of computer and computer-related equipment or services, including software program products and the employment on a fee basis of any private firm or person acting in the capacity of data processing consultants or supplying computer support services for any executive department or agency shall be expended only after a determination by the Governor, in accordance with provisions of House Bill No. 50, Acts of the Sixty-second Legislature, Fourth Called Session, that the following facts have occurred:

1. That a detailed report has been prepared outlining the steps taken to utilize like resources already existing within the agencies of the state and the conditions requiring the additional resources.

2. That the assistance of the Systems Division of the State Auditor's Office and the Office of Information Services, Governor's Office, has been sought and that both have concurred in the proposed expenditure.

An agency acquiring new equipment under (1) or (2) above shall not expend funds for used or rented equipment delivered in fulfillment of an order for new equipment, even though said equipment has been used by the agency placing the order.

With respect to (1) above, information from the Governor's Office indicates that the required report can range from a one-line sentence on the face of the requisition for a minor and routine acquisition to a detailed report for major acquisitions ($12,000 or more annually). For equipment, the requirements of (2) above will be fulfilled by sending departmental requisitions to the Purchasing Office for processing. Renewal contracts for equipment previously rented should show the current order number and indicate the approximate period of such rental.

Prior to submitting a requisition for the purchase or rental of computer equipment estimated to have a cost or annual rental rate in excess of $500 (with the exception of renewal orders), a letter of recommendation for such purchase or rental should be obtained from the chairman of the Faculty Computer Committee for submission with your requisition to the University Purchasing Office. (This procedure is applicable for expenditures from all fund--State, Federal, other.)

The current chairman of the Faculty Computer Committee is Dr. James C. Browne. He may be contacted in the Department of Computer Sciences, Centrex 5023.

For services (including the employment of data processing consultants) the requirements of (2) will be fulfilled by submitting a transmittal letter with a copy of the proposed contract or agreement and the justification required under (1) above to the Purchasing Office.

Stephen H. Spurr