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IT procurement steps and checklist

Please review the IT Governance Checklist and presentation for an overview of the IT Governance process before continuing onto the next steps.

VCU is committed to ensuring that all technology procured by the University is accessible to faculty/staff, program participants, students, or other University constituencies. To that end, those responsible for making decisions as to which products to procure must consider accessibility as one of the criteria for acquisition.

When procuring replacement IT technologies, please include the rationale for the change and whether more accessible technologies exist.

IT procurement steps to submission

In preparation of submitting proposals, request the required documentation from vendors ASAP, including:

Voluntary Product Accessibility Template (VPAT)

Higher Education Cloud Vendor Assessment Tool (HECVAT)

The absence of all of the necessary information and forms with your IT Investment Proposal will delay your review process.

  1. Gather all the necessary information from the vendor before submitting IT Investment Proposal requests as these must be submitted to the IT Investment Proposal form below:
    1. Vendor completes VPAT
    2. Vendor completes HECVAT
  2. When ready for submission to the committee, complete the IT Investment Proposal Online Form. You may save your progress and return to the form later by using the buttons at the bottom of the form. Also, a VCU IT Investment Proposal Template is provided for those who prefer working offline.

Get started on the IT Investment Proposal Form.

IT proposal tips

Please review your proposal for the following to expedite reviews and approvals:

Avoid Acronyms. Review the proposal for acronyms that may be unknown to the reader of your submission. You can use acronyms in the proposal once they are defined.

Language. Review the proposal for language that may be unknown to the reader. If a term is unique to your area, please be sure to define them.

Attachments. Please do not copy sales materials from vendors to the questions asked on the form. Submit them as attachments to the proposal but put forth your answers and your proposal’s business case in your terms.

Rationale. If your solution replaces one currently in use at VCU, please outline your reasoning for the switch. When contracts expire, the switching costs for an application or service are real and should be discussed in your proposal. Accessibility and any alternate solutions should be addressed and considered.

Documentation. If you have arrived at the proposed solution after careful consideration of existing VCU alternatives, please share this exploration with the committee. Doing so helps the committee avoid suggestions that have already been considered.

Solicitation of accessibility information. Vendors and bidders are required to demonstrate that any EIT provided to VCU complies with VCU Web Standards and WCAG 2.0, Level AA conformance wherever such performance levels are applicable. Soliciting accessibility information from vendors before submitting a request will expedite the process.

Validation of accessibility requirements.  In consultation with university procurement, IT governance, the EIT Accessibility Coordinator, or other qualified EIT accessibility staff, VCU will attempt to validate the accessibility information provided by vendors and bidders. This validation may be completed by:

Contact

For questions regarding IT Governance or the procurement process, contact ITGov@vcu.edu.

For questions regarding IT security, contact infosec@vcu.edu.

For questions regarding accessibility, contact the EIT Accessibility Coordinator.

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