Purchasing Instructional Technology Solutions

The following Academic Technologies’ procedures are required for the evaluation and purchase of instructional technology solutions as defined in the Commonwealth of Virginia Procurement Manual for Institutions of Higher Education and their Vendors. Additional information and questions should be directed to the VCU Office of Procurement Services.

Acquiring personnel for an RFP committee, scheduling meetings and vendor demonstrations could take 1-2 months depending on the type and cost of the solution.  Once the committee submits their recommendation via the required documents, it could take 2-4 additional months for procurement to negotiate a contract and obtain all required approvals.

1. Contact the VCU Office of Procurement Services to ask if a Request for Proposal (RFP) is required.
   • If no, skip to step 5 below.
     
   • If yes, continue to step 2 and begin the processes for recruiting committee members.
     
     
2. Announce that the Project is beginning and contact resources, such as: the Faculty Senate, the CTLE, the ALTlab, the IDT  group, TAC, the Provost Office, TS CIO & Directors, etc. to solicit RFP committee members.
   
   
3. Convene the RFP Committee.
   
   
4. The RFP Committee will:
   • Meet with Procurement representatives as needed.
   • Draft the RFP, in collaboration with the VCU procurement representative.
   • Submit the proposal to the VCU Office of Procurement Services, who will post the RFP for bids for the recommended number of days.
   • Review proposals, set up demonstrations and hands-on trials as needed.
   • Discuss and vote on a solution.
   • Submit a formal recommendation, with references.
     
     
5. After concluding demonstrations and hands-on trials as needed, the Chair of the RFP Committee will draft and submit the IT Governance Procurement Proposal, which must include the VPAT and HEVAC.
   
   
6. Once approved by IT Governance (approximately 10-15 days), the RFP Committee Chair will provide the approval tracking number to procurement.
   
   
7. The VCU Office of Procurement Services begins contract negotiations (approximately 2-3 months).
   
   
8. Once contract negotiations are completed, the TS Fiscal Admins work with the RFP Committee  Chair, selected vendor and the Office of Procurement Services to complete the payment of the invoice.
   
   
9. If there is an LMS integration or other technology-related component (i.e. single sign-on, security considerations, QA testing), those will be completed by Technology Services.
   
   
10. Once all the above is completed, approved and production-ready, communication about the new solution will begin.  
    • Communication outlets include, but are not limited to: VCU Telegram, social media, websites, listservs, blogs, newsletters, email to specific departments or individuals, etc. 
    • These communications may require the development of marketing and promotional graphics and materials.
    • Information and support materials will be created and shared via the TS askIT Knowledgebase.  
    • Any vendor-provided, in-house or other training will be scheduled and communicated.