Computer Purchasing Tips
ITS and Purchasing work together to assist departments purchase computers that:
- Serve the needs of the end-user
- Are compatible with the IPFW network
- Can be expeditiously repaired or replaced to minimize down time
all at a reasonable cost to the department and the university.
Faculty or staff members often choose to “spec out” the computer and peripherals that they want and can do at the tab above labeled 'Computer and Peripheral Purchasing Links.
The faculty/staff member or the requisitioner must send those specifications to Amy Carter in ITS. Amy will confirm the configuration is both adequate and compatible with IPFW’s requirements. Amy will discuss any requisite changes or concerns with the end-user and forward the final, agreed upon equote to the requester or send the specifications to Purchasing to obtain a quote.
Purdue has negotiated favorable pricing agreements with Dell, Apple and HP resellers. Faculty and staff looking at options from various websites will NOT necessarily see our contract pricing. IPFW Purchasing will verify we are getting all discounts available to you based on these pricing agreements. Additionally, we will ensure that the final order (i.e. equote, quote, web proposal) is in a format that will make ordering in SRM easiest for both the department requisitioner and the supplier.
ITS makes full use of IU’s agreement with Microsoft, however, IU has ONLY the legal right to "upgrade" a pre-existing Windows license. The Agreement does not give IU the right to grant a license. Therefore, all computers expected to run a Windows operating system (OS) must be purchased with a Windows OS even if you intend to upgrade to a different Windows operating system at a future time.
Finally, in keeping with Purdue University policy, computer orders should NOT be placed on credit cards. A purchase order is the best vehicle for ensuring coordination between Purchasing, ITS, the end-user and providing historic data for both inventory control and warranty issues.
Purchasing is available to help you navigate the process of ordering computers for your department. Please contact Jennifer Schillo for assistance.
Printer Purchasing Tips
Someone in your office has identified a need for a printer. Is the reception area getting too cluttered with individual machines and someone has suggested a multi-function or an all-in-one printer? Are you replacing a networked printer whose useful life has come to an end? Do you have an old printer no longer used and available to trade-in? Here are some things to keep in mind.
KNOW WHAT THE REQUIREMENTS ARE:
Networking is the first important decision to make. Who will be using this printer? If this is a printer that will be hooked directly to someone’s computer and used only by that staff member, there is no need to make it networkable but you will need to buy a printer USB cable. However, if you would like two or more people to print to this equipment, you must purchase a printer with network capability. You will also need a network drop and power within reach of this printer.
Duplexing is becoming increasingly popular as departments want to minimize paper use both in an effort to cut down supply costs and to become more “green”. A good application for this feature is a faculty member involved in research whose primary printing requirement is multiple page research articles. Automatic duplexing will print on both sides of the paper and cut paper usage in half.
Color printers are not nearly as expensive as they used to be but color toner cartridges are certainly more expensive than just black toner. A networked printer that many faculty and staff can optionally print to when they want to produce a color product may be an affordable solution that produces persuasive products.
Monthly Usage is an important factor in determining what printer you should purchase. If the printer will be replacing one that you currently use, there are a couple of ways to determine your usage. The easiest is probably to see how much paper you order/use in a month. A ream (500 sheets)? A case (5000 sheets)? This may vary considerably over the course of a calendar year, with higher use at the beginning of each semester, but do your best to look at the average over the course of a year. Ask the individual(s) who will be using it to estimate, on average, how many pages they want to produce in a month.
Size and location may be the least often considered constraints on your selection. But, if the location where you are looking to set the machine has a peculiar space constraint, like an overhead bin it has to clear, or a minimal footprint ledge on which it needs to sit, you may have to keep the dimensions in mind. Other factors with location are access to a network drop (only required if printer is to be networked) and power. Typically a new network drop runs around $350 but first verify with ITS that a network drop can be installed in the desired location.
Toner cartridge cost and estimated number of pages per cartridge can vary widely depending on the printer model. Check out those costs as well when making your printer selection.
Budget may be a limiting factor. If your budget is $750 and you want a color printer that is networkable, duplexes, has an extra paper tray and can stand up to 25,000 pages a month, you may want to prioritize your requirements. Determine what are your must have’s versus would like to have i.e. must be networked, able to handle the print volume of 25,000 pages a month and duplex, would like to have color and extra paper tray. This kind of information allows the buyer to see what’s available with different features and provide you pricing options accordingly.
Once these factors have been considered, email the information to Jennifer Schillo. Jennifer will:
- Check pricing on models
- Send you a side-by-side comparison from HP that will show a photo and all features and specifications for the various models to consider
Be advised, printer prices seem to fluctuate a lot among the vendors. If there is a significant delay from the date of inquiry until the date of purchase, prices may have changed, special pricing may have expired, etc. If this is the case, please contact Jennifer to confirm pricing prior to placing an order.
Once Purchasing has provided any necessary information to the department, the department can use their appropriate internal procedures to approve the purchase. The trained requisitioner can then use SRM in OnePurdue to make the purchase. Purchasing personnel are available to assist if a department does not have a requisitioner or they need other assistance.
Recommended Steps for 30-day Warranty
Equipment such as printers, faxes, scanners, and other computer-type accessories are usually warrantied 30 days by the supplier. After that, only the manufacturer can negotiate repairs.
For example: if you order an HP printer from GovConnection, GovConnection will warranty it for 30 days from the date of their invoice which is typically the same day the equipment is shipped. Due to this time constraint it is imperative that the equipment be set up shortly after it arrives.
If equipment is to be installed by ITS
- Open a track to have the equipment installed.
- Include in the track the need to have the equipment installed or at least verified that it is functioning properly before your 30 days expire. I'd give them a date a few days shy of that 30 day date so we all have time to get it returned if necessary.
If the equipment is not going to be installed by ITS or at least not within 30 days please take these few steps:
- Visually check the box for any signs of damage.
- Open the box and verify it is the correct item, model, color, etc.
- Verify the expected peripherals are there i.e. cables, power cords, trays
- Be sure all pieces and parts are put back in the box
If any problems are detected in the first 30 days, we can usually exchange the product, no questions asked, no restocking fee and no shipping charges. But, if you order the item in anticipation of a change of office, change of personnel or similar circumstances and unpack the items after 30 days, our vendors are under no requirement to exchange them. You will either have to order new equipment, have a technician from ITS coordinate with a technician from the manufacturer (e.g. HP) to perform needed repairs or order missing parts at the department's expense.
We strongly recommend you order equipment in a manner that has it arriving when you will be ready to use it and notify ITS when it arrives. Typically these items can be here within a week or two of ordering so really no need to order in advance.
Computers & Peripherals
View the ITS recommendations on computer and printer purchases
Pricing information:
Dell - University Purchase
Apple - University Purchase
Hewlett Packard (HP) - University Purchase
CannonIV - University Purchase
Peripherals and accessories - University Purchase
Toner Cartridges- University Purchase
Purdue website for additional information and options
Personal Purchases
Dell Computers - University Purchase
IPFW purchases Dell computers through an agreement between Dell and Purdue University. Purdue’s pricing for Dell computers and peripherals can be obtained by creating a quote (called an E-quote) on the Dell Premier website for Purdue University .
If you are a first time user of the Dell Premier website go to this link and follow the instructions to create a new profile:
If you already have a Dell profile click on the link below to access Purdue’s pricing and/or create an E-quote:
Once you are logged into the premier.dell.com website the home page of the Dell website for Purdue pricing will display. FYI: Check the Standard Configuration/Special Offers page for special sales. Select and configure the system or peripherals for which you wish to create a quote. Make sure to “Save” your E-quote. Print a copy of your E-quote. E-quotes are effective for up to 30 days.
If your department has SRM trained staff, they can enter the order for you. If your department does not have staff trained on the SRM system, prepare a purchase requisition Form 12. For the item description put the model of the Dell computer as shown on the E-quote and the E-quote number. Also include the email address of the person that prepared the E-quote. This information is necessary for us to retrieve the E-quote when we enter the order. Attach the printed copy of the E-quote to the requisition and send both to Purchasing.
Minimum requirements for computers to be installed on the IPFW network are located at the webpage below. If you have additional questions concerning the configuration of a new computer system, please contact the ITS HelpDesk. They can be reached at Ext. 16030.
Certain browsers such as Mozilla and Linux are not supported by either Dell. If you are having trouble creating e-quotes this may be your issue.
Quotes created from the Dell Higher Education, Small Business, Home Office, ItaP Shopping sites, etc. are not valid quotes for Purdue University purchases. Orders placed referencing quotes from these sites cannot be processed. Back to top
Apple Computers - University Purchase
IPFW purchases Apple computers through an agreement between Apple and Purdue University. Purdue’s pricing for Apple computers and peripherals can be obtained by creating a quote (called a Proposal) on the Apple website for Purdue University.
To access Purdue’s pricing and/or create a proposal you will need to go to:
http://ecommerce.apple.com
Log into the URL listed above and select and customize your computer(s). Apple has recently done an upgrade requiring customers to redo their access to this website. If you are unable to log-in as you have in the past please contact: education.store@apple.com for assistance. If they ask you for your role you would be a "proposer"... (not a purchaser).
Once you have finished customizing you will need to click on "Send Proposal"
You will be asked to "Please Sign In". If you do not already have an account you will need to set one up. Then you will be prompted to "Log In".
Proposal Information Page will appear and ask for required information. If purchasing agent information is requested please enter horromj@ipfw.edu. Once you have completed this click "Continue"
This next page will show your proposal including proposal #. Please make sure to note this number on your SRM order. DO NOT follow Apple's How to Order instructions on the proposal page but enter an item description order with the proposal number in OnePurdue's SRM.
NOTE: These instructions may change as Apple updates their website.
If your department has SRM trained staff, they can enter the order for you. If your department does not have staff trained on the SRM system, prepare a purchase requisition Form 12. For the item description put the model of the Apple computer as shown on the Proposal and the Proposal number. This information is necessary for us to retrieve the Proposal when we enter the order. Attach the printed copy of the Proposal to the requisition and send both to Purchasing. Back to top
Hewlett Packard (HP) Computers - University Purchase
IPFW purchases business level HP computers through an agreement between HP and Purdue University. Purdue’s pricing for HP computers and peripherals can be obtained by clicking on this link Purdue HP Pricing
Read the instructions on this page and click on the Purdue Pricing link provided. Select and customize the system desired. When you have finished your selection, save the configuration as a quote. Follow your department process to acquire approvals for this purchase. The order must be entered using the "Describe Requirement" feature in SRM. Have your SRM trained staff contact the Purchasing office for assistance in entering this order.
CANNONIV HP Printers - University Purchase
Printers can be purchased from CannonIV via Purdue contract pricing. Please review the webpage Printer Purchasing Tips. Contact Jennifer Schillo to discuss your printer needs and to get a quote. The CannonIV catalog with Purdue pricing is available via BoilerMart in OnePurdue SRM system.
Computer Accessories and Digital Cameras
These items can be ordered at Purdue pricing from GovConnection via BoilerMart. The link below will also take you to GovConnection.
GovConnection- If a login icon appears in the upper right hand corner of the webpage. Username: PU@purdue.edu Password: quote
If you wish to purchase an item under this contract, and your department has staff trained on the SRM system, they can enter the order for you. If your department does not have trained staff, prepare a purchase requisition Form 12. If you have visited a website, please print the page for the item desired and attach the page to the requisition. For other vendors, contact Purchasing.
Toner Cartridges
CannonIV offers contract pricing on toner cartridges including Premium compatible brand toners. CannonIV punchout catalog is available in BoilerMart inn SRM.
Many departments have printer maintenance agreements with Indiana Carbon Company (ICC) and they do provide IPFW special pricing on their toner cartridges. We are providing this information for your convenience. Click on ICC link to view their toner cartridge pricing.
Indiana Carbon Company (ICC) is a Hewlett-Packard Authorized Reseller and Certified Service Provider. ICC offers both new HP brand cartridges and ICC brand compatible toner cartridges. ICC compatible toner cartridges are one-time used, entirely rebuilt cartridges that average 60% of the cost of HP brand toner. Both new and compatible cartridges purchased from ICC are fully covered under ICC’s maintenance agreement with IPFW. ICC provides an unconditional warranty which covers any damage or service required to a printer as a result of cartridge failure by ICC's own HP certified technicians at no charge, if the cartridge was purchased from ICC.
Read the ICC Quality and Guarantee statement. Back to top
Personal Purchases
IIPFW faculty, staff, and students can purchase computers and accessories at discounted prices through agreements made by Purdue University. Pricing is available at ITAP Shopping.
Connect with IPFW:
2101 E. Coliseum Blvd.
