IT Purchasing Policy Shirley Gifford, Supervisor

PURPOSE OF CENTRALIZED PURCHASING Section 60 – Accounting and Finance, Paragraph Q. Purchasing Policy Ensure the proper use of ALPA funds by purchasing quality items economically Establish furniture and equipment standards Establish coordinated flow of inventory Maintain integrity of ALPA logo use and ensure products are union printed.

NATIONAL CONTRACTS Steelcase furniture contract with a negotiated discount of 43.5% off list Gateway computer contract with a negotiated discount based on bulk purchasing of laptops

NATIONAL CONTRACTS ALPA negotiated lower pricing for office supplies through Corporate Express online ordering. ALPA FedEx umbrella account saves as much as 45% on FedEx shipping

APPROVING AUTHORITY LEC Chairman may approve up to $300 MEC Chairman may approve up to $1,000 General Manager must approve all purchases over $1,000 up to $10,000 President must approve capital items over $10,000 up to $20,000 Executive Council approval required for capital items over $20,000

PURCHASING GUIDELINES All purchases with a price of $300 or more are to be processed through the Purchasing Department All assets with a cost greater that $1,000 will be capitalized. Includes all Leases (where the sum of payments exceeds $300.)

Computer Standards

COMPUTER STANDARDS Section 60 Accounting and Finance, Paragraph R - Computer Equipment and Software Computer standards are developed by the IT Advisory Committee and ALPA’s IT Department One standard computer may be purchased for an officer or committee member every three years following MEC and GM approval

GATEWAY 250XL LAPTOP MS Office Pro 2003, Windows XP PRO, Norton Antivirus with Service Client Security Pentium Centrino processor (1.73 GHz; 533 MHz) 1024 MB 533MHz DDR SDRAM Memory 60 GB 5400 rpm Ultra ATA Hard Drive DVD+RW/CD-RW

GATEWAY 250XL LAPTOP 14” Widescreen 3-Year on-site warranty with Accidental Damage Protection Keep Your Hard Drive Plan (if laptop needs to be replaced) added in July, 2005 Primary battery extended to 3-year service plan July, 2005

LAPTOP BATTERY 9-Cell Battery is standard and provides 6 to 7 hours of continuous use. Extended Battery Service Plan permits one replacement during the first year. The 3-year Replacement Plan permits an additional replacement during years 2 or 3

GATEWAY E-4500 DESKTOP MS Office Pro 2003, Windows XP PRO Pentium Pentium 4 processor (3.4 GHz; 800 MHz) 1G 533MHz DDR MHz SDRAM 160 GB 7200 rpm ATA150 Hard Drive

GATEWAY E-4500 DESKTOP CD-RW/DVD Optical Drive 17” LCD Flat Panel Monitor Four-year parts and labor, next business day, on-site repair with four year’s technical support

LAPTOP TRANSFER POLICY Established by Executive Council Meeting, October, 2003 If a laptop is fully depreciated, it can be transferred to an officer or committee member who does not have a laptop, or it can be returned to ALPA. Member has option to purchase fully depreciated laptop at no less than book value.

LAPTOPS NOT FULLY DEPRECIATED Laptop remains with the member if they are changing jobs.  Member is moving from one ALPA position to another, i.e., LEC to MEC, member takes laptop with him.  Member who is no longer doing ALPA work has option to purchase computer for no less than book value.

LAPTOPS NOT FULLY DEPRECIATED Laptop remains with the position if member no longer requires a laptop  Member is no longer doing ALPA work. He leaves laptop in the position for incoming officer or member of same committee.  Member may not purchase a laptop that is not fully depreciated for the purpose of obtaining a new laptop.

INVENTORY CHANGES Inventory cannot change until  Level of depreciation is determined  Status of member relinquishing laptop is determined  Equipment status of member to receive laptop is determined  Signed transfer forms are received.

LAPTOP REIMBURSEMENT POLICY Any member eligible for a laptop who does not want a Gateway may purchase any laptop they wish and apply for reimbursement. One-third cost reimbursed annually as long as member is still performing ALPA work.

LAPTOP REIMBURSMENT POLICY Reimbursement requests are made through Concur/Finance on the anniversary of the purchase date and must be approved by proper budget authority. ALPA will neither purchase nor reimburse a member for software or hardware that is added to a computer purchased through the reimbursement program.

LAPTOP REIMBURSEMENT POLICY ALPA is not responsible for problem diagnosis or repairs required for computers purchased through the reimbursement program.

LAPTOP COST SAVINGS Impact of new computer purchasing policy implemented Nov 2003 Year# Laptops PurchasedTotal CostAverage Cost $737,411$2, *244$498,396$2, $440,239$1, to 11/1/05$404,600$1,700