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IMPORTANT: Information about Timeline validity of Quote:
Important update (as of March 3, 2026) regarding technology-related vendor quotes from Dell and CDW-G. Effective immediately and until further notice, Dell has reduced their standard quote validity period for technology purchases from 30 days to 15 days. CDW-G has stopped adding validity time-frames seeing daily fluctuations in HP, Dell, Lenovo, etc.
This industry-wide shift is driven by rapid innovation cycles, increased market volatility, and rising component costs associated with expanding AI technology integration across devices. As a result, pricing is changing more frequently, and quotes are expiring much faster than in previous procurement cycles.
Here is an article that will help explain the impact global memory shortages are having on the market.
Q4 PC Shipments Rise 9.6%, Memory Shortage to Hurt Growth in 2026 | Nasdaq
Because of these shortened expiration timelines, we kindly ask that purchase requisitions involving technology be prioritized and expedited whenever possible. When quotes expire before purchase processing is complete, both the TSS team and Purchasing must request refreshed quotes, often at higher costs, resulting in additional workload and delays.
Your support in accelerating these requisitions will help us maintain accurate pricing, reduce unnecessary rework, and ensure timely procurement of critical technology.
Below is the process for obtaining computer equipment, AV equipment, and software at RCCD:
Technology Purchase Process
- New Technology Review:
- Any new hardware or software that has not been previously used in RCCD must first go through the RCCD IT Project Intake process.
- The intake form is available on the RCCD ITLS Project Management Intranet page and must be completed before proceeding.
- Requesting a Quote:
- All requests for computer equipment and software quotes must be submitted to the RCCD Help Desk.
- Technology Support Services (TSS) is responsible for obtaining all technology-related quotes.
- Quote Approval and Purchase Requisition (PR) Submission:
- Once TSS provides a quote, the requesting department is responsible for reviewing and approving it.
- If modifications are needed, the department must work with TSS to adjust the quote accordingly.
- Before submitting a purchase requisition (PR) in Galaxy, the department must ensure the following:
- The quote was obtained by TSS.
- The name of the TSS team member who provided the quote is included in the PR.
- The official quote is attached to the PR.
- PRs without proof of TSS involvement will be denied in Galaxy.
- Equipment Standards:
- RCCD only quotes and supports business/professional-grade computer equipment to ensure compatibility, security, and long-term support.
Required Information for a Work Order Request Ticket to TSS
Submit a request for technology equipment from one of the two links below (IT or Media):
Request Quote for IT Equipment
Request Quote for Media Equipment
When submitting a request for technology equipment, please include the following details in the work order request/ticket:
- Type of equipment (e.g., laptop, desktop, monitor, printer, etc.)
- Quantity needed
- Any special system requirements (e.g., software compatibility, memory/storage specifications)
- Department budget constraints (if applicable)
- Any deadlines for receiving the equipment
- Who the final quote should be sent to
Clarification on Quote Approval Before PR Submission
Once TSS provides a quote, the department does not need additional approval from TSS before submitting the PR in Galaxy. However, the PR must include:
- The quote provided by TSS (attached to the PR).
- The name of the TSS team member who obtained the quote.
If the department has any questions about the quote before submitting the PR, they are welcome to reach out to TSS for further clarification.