Washington University invests significantly in information technology, much of it with external vendors for hardware, software, and related services. However, the lack of shared technology standards and practices across the university has created an inconsistent digital environment that limits collaboration.
Procurement of Computers, Software and Services
To address this, the Office of the Chief Information Officer (CIO) established an Enterprise Architecture function to work with departments across the university to develop an IT strategy that supports a more interoperable and collaborative environment.
Supply Chain Management can help faculty and staff negotiate and/or leverage:
- Vendor performance and compliance
- Strategic sourcing agreements
- Enterprise licenses
- Volume and coordinated discounts
Technology Procurement Policy & Benefits
The Technology Procurement Policy defines the process for both new and recurring procurements (through purchase or lease) of computer hardware, software, and IT services using WashU funds or grant funds administered by the university. This policy helps the university:
- Maximizes technology investments and aligns purchases with the university’s IT strategy
- Reduces costs through preferred vendors, enterprise licensing, and coordinated sourcing
- Improves vendor performance, contract quality, and compliance with federal and IT standards
- Enhances collaboration and productivity through interoperable, well-engineered systems
- Simplifies and clarifies the process for acquiring IT hardware, software, and services
IT Procurement Process
Revised December 2020
The IT Procurement Process ensures efficient, proper approvals and high-value technology purchases. It applies to any school, department or unit plans acquiring computer hardware, software, IT services, or AI technologies that meet at least one of the following criteria:
- Integrates with other university systems (e.g., WUSTL Key login) — regardless of expense.
- Involves third-party access to sensitive university data (e.g., student or patient information).
- Estimated cost is $50,000+ for hardware or $15,000+ for software or IT services.
Each procurement must:
- Affirm no conflicts of interest, as defined by WashU’s policy.
- Identify whether the vendor is domestic or foreign.
- Document:
- The negotiation team members
- The authorized purchaser
- Confirmation that contract terms align with departmental needs
Departments must:
- Assign resources to collaborate with Supply Chain Management and WashU IT throughout the process.
- Support contract negotiations, vendor vetting, and approval gathering.
Supply Chain Management and WashU IT will determine whether subject matter experts (e.g., Legal, Security, Insurance, or Finance) are needed. Their involvement may extend the contract timeline.
*Exceptions: In some low-risk cases, it may not be necessary to conduct a full RFP or contract negotiation. Departments should consult with Supply Chain Management to confirm which steps are required and to ensure proper approvals and order processing occur.
Submit a request using the IT Procurement Vendor Intake Form for any new or renewal IT purchase. Identify and describe:
- Needs and scope of the request (functionality, performance, capacity, storage, etc.)
- Background information or documentation on any third-party vendors involved
- Desired timeline for deployment and the funding source
Send all information to supplychain@wustl.edu with a list of identified vendors for proposals.
- Supply Chain Management will involve WashU IT as needed.
- You’ll receive an acknowledgment within two business days.
- A preliminary discussion may be scheduled to review the request and discuss timing expectations.
Depending on the request, WashU IT will assess:
For hardware:
- Whether existing equipment can meet your needs
- Prior experience with listed vendors
- Alternative hardware solutions
For software:
- Whether the software is already available through the WashU software library
- Availability of existing university licenses
- Alternative solutions (vendor-provided or WashU-developed)
For services:
- Cloud services (IaaS, PaaS, SaaS) that may meet requirements
- Consulting services or alternative providers
WashU IT may request additional details or clarifications as part of this review.
Following the assessment, WashU IT, Supply Chain Management and the requesting department will determine whether the purchase:
- Aligns with the university’s IT strategic direction;
- Represents a valid exception to IT standards; or
- Does not align, in which case approval will not be granted.
If approved, Supply Chain Management, WashU IT, and the department will collaborate on the appropriate procurement steps:
- Conduct a Request for Proposal (RFP) if required.
- Supply Chain Management will collect, tabulate, and share proposals.
- The final award decision is made collaboratively to ensure value, timing, and scope alignment.
Once an award is made:
- Supply Chain Management and WashU IT will conduct contract negotiations focusing on legal terms, risk, value, and technical clarity.
- Contract review timelines:
- At least two weeks for low-cost, low-risk contracts.
- At least four weeks for higher-cost, complex transactions (some may require longer).
After Supply Chain Management approval, the contract is executed by an authorized WashU signatory and the vendor. Final documentation must be sent to supplychain@wustl.edu for storage. The department will then work with Supply Chain Management to issue purchase orders aligned to the final contract.