IT Procurement Bulletin Document Template
Department of Veterans Affairs
April 2015
Version 1.1
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Service Delivery and Engineering
FY yy Project Description
Bulletin No. #
month dd, yyyy
Introduction
Provide details of the product or service being delivered.
Sample:
Service Delivery and Engineering authored this bulletin providing instructions for the <Project>. On <Date>, <Vendor> was awarded the contract for <describe equipment ordered>. This equipment is in process of being shipped to sites with scheduled installation dates by the vendor.
Delivery
Provide Delivery Information
Sample:
This <describe equipment and delivery information for this project> consists of the following:
· Link to consolidated list equipment ordered>
Prior to receiving equipment from Logistics the FCIO or designee will verify proper AEMS/MERS cataloging including purchase order, Category Stock Number, Equipment Category, model, and serial number. <Vendor must coordinate deliveries with site POCs prior to shipment. The vendor has been encouraged to provide shipment tracking information as proof of delivery, so receiving reports can be processed in a timely manner.
The <equipment> will be shipped to Veterans Affairs sites under IFCAP Purchase Order (PO) number Link to IFCAP PO>. VA Order Number is Link to Order Number: NNN-NN-X-NNNN>.
Cataloging
Provide AEMS/MERS cataloging information including a link to the IFCAP purchase order and project portal. Cataloging information shall include the Category Stock Number, manufacturer Equipment Name, IFCAP Purchase Order, Unit Cost, Model, and Equipment Category.
Any questions regarding the completion of this bulletin or proper CSNs should be directed to the VA ITAAAG RILO distribution list.
Sample: All Assets must be properly catalogued in AEMS/MERS and bar coded prior to deployment. See sample cataloging placards for cataloging common IT assets such as desktops, monitors, printers, and servers.
Servers
Populated with sample information.
Category Stock Number (CSN) - 7021-440004 COMPUTER, DIGITAL (SERVER)
Manufacturer Equipment Name - SERVER
IFCAP Purchase Order - 116-S40215
Unit Cost - $8542.74
Model: Dell R620 Rack Mounted Unit Servers
Equipment Category: IT SERVER RACK MOUNT
Desktops
Populated with sample information.
Category Stock Number (CSN) - 7021-440003
Manufacturer Equipment Name - DESKTOP
IFCAP Purchase Order - 116-S40192
Unit Cost - Standard Workstation - $549.78
Advanced Workstation - $739.50
Model: Optiplex 9020
Equipment Category: IT COMPUTER DESKTOP
Monitors
Populated with sample information.
Category Stock Number (CSN) - 7025-438122
Manufacturer Equipment Name - MONITOR
IFCAP Purchase Order - 116- S40192
Unit Cost - 19 inch Monitor - $148.00
Model: 1913
Equipment Category: IT MONITOR
Warranty Information
Enter the warranty details/information
Sample:
The <equipment type have a 5 year (60 month) 24x7 warranty with a 4-hour response time provided by the contractor.
Deployment Guidelines
Enter Deployment Guidelines for the product or service
Sample:
Information on this procurement, including <link to Installation schedule, Site POCs, shipping addresses, master delivery schedule> can be found on the <Project Portal or ITRSS Portal> under the title <Project Name>.
Points of Contact:
Contracting Officer's Representative:
<Name>
Phone
IT Asset Advisory Group (ITAAG) Chair:
<Name>
<Phone>
Implementation Manager and/or Project Manager
<Name>
<Phone>
Contracting Officer:
<Name>
<Phone>
Contract Specialist:
<Name>
<Phone>
IT Procurement Bulletin Document 5 <Month> <Year>
Template Revision History
Date / Version / Description / Author /April 2015 / 1.0 / Initial Document / Process Management
Place latest revisions at top of table.
The Template Revision History pertains only to the format of the template. It does not apply to the content of the document or any changes or updates to the content of the document after distribution.
The Template Revision History can be removed at the discretion of the author of the document.
Remove blank rows.
IT Procurement Bulletin Document 5 <Month> <Year>