Home Table of Contents

016.14.1-608. Microcomputer Hardware and Software

AR ADC 016.14.1-608Arkansas Administrative Code

West's Arkansas Administrative Code
Title 016. Department of Human Services
Division 14. Office of Finance and Administration
Rule 1. DHS Administrative Procedures Manual
Part VI. Procurement and Purchasing
Ark. Admin. Code 016.14.1-608
016.14.1-608. Microcomputer Hardware and Software
Currentness
I. PURPOSE: To establish Department of Human Services (DHS) procedures for requesting microcomputer hardware and software requiring Department of Computer Services (DCS) approval in compliance with DHS Administrative Policy No. 1022, Information Systems - Acquisitions/Developments, which was established to ensure that information systems technology acquisitions are in keeping with the standards for DHS information systems as well as to ensure data sharing, hardware compatibility and maintenance of department standards.
II. PROCEDURES:
A. Requests for Hardware and Software:
1. The Division of Administrative Services (DAS) Office of Information Systems (OIS) will process all requests for hardware and software requiring DCS approval. This includes all requests totalling $750 or more. OIS will not review and approve software upgrades because DCS does not require such approval.
2. All network components, regardless of cost, require OIS review and approval. This is essential to ensure that networking standards are maintained to provide hardware and software compatibility and interconnection options for DHS. Requests for network components not requiring DCS approval will be stamped approved by OIS and returned to the requesting division for purchasing.
3. After OIS has obtained DCS approval, the original request and approved configuration will be returned to the requesting division with a copy to DAS Purchasing. The DCS approved configuration will be stamped approved and signed by OIS personnel.
4. OIS will expedite requests of a critical or emergency nature.
B. Purchasing:
1. The requesting division will follow DHS Purchasing Policy No. 1045, Procurement/Purchasing Policy, for acquisition of hardware and software.
2. Requests for items costing $500 or less may be purchased from any source accepting state purchase orders without obtaining bids. Requests for items costing more than $500 require quote bids. DAS Purchasing will obtain the bids. Requests for items costing more than $5,000 require formal bid procedures. Requests for Bids (RFB) must be written according to the DCS and OIS approved configuration. Any changes will require resubmission to OIS for approval of changes.
Note: Items available through state contract do not require quote bids or formal bid procedures.
3. DAS Purchasing is responsible for ensuring that DCS approval (DCS approval letter) and OIS approval (system configuration stamped OIS-approved) is obtained, when required. If the configuration does not include OIS approval, DAS Purchasing must return it to the requesting division to obtain OIS approval.
4. OIS will provide the requesting division with a standard format for preparing RFBs. The format is used to purchase standard items such as printers, software, and other peripheral equipment. Standard bids are prepared by DAS Purchasing. The requesting division is responsible for providing the information necessary to prepare these bids. The information will be included on the configurations prepared by OIS. The Office of State Purchasing (OSP) will award all bids.
5. Bids requiring a nonstandard format such as Local Area Networks (LAN) including installation and imaging systems will be prepared by OIS. OIS will forward the request for bid document to the requesting division for review and approval. OIS will then forward the approved bid document to DAS Purchasing. The requesting division may be included in the bid evaluation process, if desired. The final award determination, however, is made by OSP.
Note: The Office of State Purchasing requires the RFB to be submitted to them on a 3.5″ diskette, preferably in the WordPerfect® format, but the Microsoft® Word format is acceptable. The submitted diskettes will not be returned.
6. Items for formal bid should not be entered on the Dun & Bradstreet System (DBS) until the final award is made. After the contract is issued, DAS Purchasing will create a purchase order using the DBS and will send the contract and purchase order to the requesting division.
7. OIS will expedite requests of a critical or emergency nature.
C. Delivery and Receiving
1. All hardware and software will be delivered to the “ship to” address and addressee indicated on the purchase order or contract award.
2. The receiving division will follow DAS Payable Units' procedures for receiving and payment of invoices. The division is to carefully check the hardware and software received to ensure that specifications were met before approving payment to the vendor.
3. Before installing software in microcomputers, the software should be inspected using “anti-virus” software to determine if it contains a computer “virus.”
4. The division must follow DHS Administrative Policy No. 1043, Equipment Inventory, procedures for obtaining property tags.
D. Miscellaneous
1. OIS will continue to notify the Division of County Operations when Character 11 equipment is approved for purchase for county office sites. This does not include DHS centers or facilities.
2. OIS handles data jack requests as requested.
3. OIS will include information explaining warranty agreements for Personal Computers (PC) on the configuration prepared and forwarded to the requesting division for purchasing. The division will notify the vendor for service on hardware under warranty. The division may call any authorized dealer for repair of equipment out of warranty.
4. Divisions should report problems with mainframe equipment, such as Cathode Ray Tubes (CRTs), system printers, controllers, and terminal emulation on PCs, to the OIS Help Desk at 682-8817. OIS will notify the appropriate vendor or organization if required for resolution of the problem. Divisions may call the Help Desk for any trouble calls, whether for stand-alone PCs or LANs. The Help Desk will refer the problem to the appropriate person for resolution.
E. Installation
1. Installation of stand-alone PCs will be the responsibility of the requesting division. The requesting division may choose to include installation cost in their hardware or software acquisition. The requesting division should call 682-8804 to schedule cabling and mainframe connections.
2. Installation of new LANs must be coordinated through OIS. After equipment is received, the requesting division must contact OIS to schedule installation. The installation may be performed by OIS or installation may be included in the RFB depending on the size and complexity of the LAN compared to the number of staff available. OIS must be included in the installation process whether performed by OIS or an outside source to ensure interconnection standards are maintained for DHS.
F. Invoices
Invoices will be sent directly to the requesting division for approval before submission to the DAS Payable Units.

Credits

Eff. Feb. 15, 1996.
Current with amendments received through February 15, 2024. Some sections may be more current, see credit for details.
Ark. Admin. Code 016.14.1-608, AR ADC 016.14.1-608
End of Document