IT & RELATED ACQUISITIONS (May 2008)

1. IT & RELATED ACQUISITIONS(May 2008) CLASSIFIED AS 3 TYPES: TYPE 1 - IT APPROVES & PURCHASES TYPE 2 - IT RECOMMENDS / CONCURS & NRCS FUNDS & PROCURES TYPE 3 - DOES NOT REQUIRE IT APPROVAL OR ACQUISITION ALL THREE TYPES REQUIRE IT ACQUISITION STAMP AND NRCS “INVESTMENT ACCOUNTABILITY” (IA) NUMBER FROM FT. COLLINS, BUT ONLY TYPES 1 AND 2 REQUIRE OCIO-ITS SIGNOFF. TYPE 1 ITEMS AND TYPE 2 BPA ITEMS WILL BE DELIVERED TO THE OCIO-ITS STAFF AS DESIGNATED BY THE GROUP MANAGER.

2. TYPE 1 - IT ACQUISITION PROCEDURES (May 2008) (TO BE PURCHASED BY ITS) Requestor prepares Type 1 AD-700 with detailed specifications, delivery Information, POC, BOC, etc. and obtains supervisor signature AD-700 to Zona Beaty for authorization OCIO-ITS Signs AD-700 and forwards to FNM FNM certifies funds & returns to requestor Requestor faxes 700 to Steve Weber for IA number Fax 970-295-5414 Steve Weber assigns IA # and returns AD-700 to requestor * OCIO-ITS purchases, receives, installs and completes EATS EXAMPLES OF TYPE 1 IT ACQUISITIONS Copier- Networked & to be purchased Hardware Maintenance Renewals on Type 1 (Purchased Networked Copiers) Hardware Maintenance Renewals on Type 1 Personal Data Assistants (PDA) (Non BPA Items) RAM Upgrades not available from BPA Non BPA Printers – All Repairs on Non BPA items such as Printers, Scanners – All Scanners & other devices not under warranty All new software, including Engineering/GIS Renew subscription on software Remote Sensing Telecommunications – No cost, Telecommunications – Systems & Components No NRCS IA required Office phone systems; blackberries; cell phones Voicemail Systems satellite/bag phones; broadband/wireless cards

3. TYPE 2 - IT ACQUISITION PROCEDURES (May 2008) (TO BE PURCHASED BY CONTRACTING) Requestor prepares Type 2 AD-700 with detailed item specifications, delivery information, POC, BOC and obtains Supervisor’s signature AD-700 to Zona Beaty for authorization OCIO-ITS Signs AD-700 and designates delivery address, POC & phone number FNM certifies funds & returns to requestor Requestor faxes 700 to Steve Weber at 970-295-5414 for IA number Steve Weber assigns IA # and returns 700 to requestor Forward AD-700 to Contracting (Cortez) for purchase See Part 7 of IT Acquisition Procedures - Buying from USDA BPAs, to complete purchase Type 2 orders from BPA deliver to OCIO-ITS or as designated by ITS Receiver forwards signed and dated Receipt for Supplies to Contracting within 5 work days to pay vendor EXAMPLES OF TYPE 2 IT ACQUISITIONS Copier- Networked & to be leased Digital Cameras & Accessories, Digital Projectors GPS Units – Handheld Hardware Maintenance Renewals on Type 2 Leased Copiers ALL ITS BPA Catalog Items: Replacing Blackberry Accessories (Cases, Chargers) -computers- desktop, geospatial, tablets, Replacing Cell Phone Accessories laptops, printers, plotters, faxes, RAM, USB DVD/CD External Read/Writers misc. items (part of a system not a USB External Hard Drives/Storage Devices (Flash, standalone EATS entry) Micro/Mini Drive) VHF – Handheld Radios

4. TYPE 3 - IT ACQUISITION PROCEDURES (May 2008) (TO BE PURCHASED BY CONTRACTING) Requestor prepares Type 3 AD-700 with detailed item specifications, cost delivery information, POC, BOC, etc. & obtains Supervisor’s signature AD-700 to Zona Beaty for purchase approval (stamp not required) FNM certifies funds & returns to requestor Requestor faxes 700 to Steve Weber at 970-295-5414 for IA number Steve Weber assigns IA # and returns 700 to requestor Forward approved AD-700 to Contracting (Cortez) for purchase See Part 7 of IT Acquisition Procedures - Buying from USDA BPAs, or use open market as appropriate Receiver forwards signed and dated Receipt for Supplies to Contracting within 5 work days to pay vendor EXAMPLES OF TYPE 3 IT ACQUISITIONS (NOT supported by OCIO-ITS) Copier- Non Networked-either purchased or leased Engineering Robotics Surveying Engineering Total Stations (Survey Grade) Hardware Maintenance Renewals on Type 3 Copiers Sensors, remote data collection devices measuring devices

5. IT ACQUISITION PROCEDURES: ORDERING CONSUMABLES & SUPPLIES (May 2008) Requestor prepares AD-700 with detailed item specifications, cost delivery information, POC, BOC, etc. & obtains supervisor’s signature FNM certifies funds & returns to requestor if under $2, 500 or forward to contracting if over $2,500 Toner & Ink Supplies (remfg) MUST BE purchased from ABM Federal Sales BPA (see Part 7 attached) If under $2,500, call 866-860-4288 and order using purchase card. You will need the part # or Printer model # OR Order online at http://usda.abmfederal.com after setting up an account If over $2,500, contracting will purchase off the ABM BPA EXAMPLES OF CONSUMABLES Printer toners/ cartridges/ print heads maintenance parts/ fuser kits Each Team must develop and maintain a record of supplies & consumables, reportable annually. Use the excel format below. CONSUMABLES & SUPPLIES - ACCOUNTABILITY REPORT FORMAT 2008 DATE ORDERED SOURCE DESCRIPTION COST EACH QUANTITY TOTAL COST DATE DELIVERED ORDERED BY For Field Office ____________________________________________________________________________________________________________ 1/31/08 ABM HP 4200 Toner $119 3 $357 2/15/08 L. McGraw Columbiana Additional ordering information follows (Part 7 – Buying from USDA BPA)