Gifts (including trials and evaluations)
Abstract
This policy applies to acceptance of information technology goods or services offered at no cost.
Authority - ORS 279 & 291
Policy
A gift is a product or service provided for no cost. Example information technology gifts are:
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A free perpetual license to use a software product (permanent transfer of ownership)
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Borrow a computer system for a 30 day evaluation (temporary transfer of ownership)
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Training provided for no charge (waiver of fee)
At times, an organization will offer State Government an information technology gift. An agency gets CIO approval to accept a gift by using the service level agreement process or the gift approval process. Normally an agency uses the gift approval process.
Delegated Authority Process: With an IRMD service level agreement, the agency self-approves acceptance of information technology gifts. To use this process, an agency must attain a service level agreement for the acquisition process. Refer to the acquisition policy (1.0) for more information.
Gift Approval Process: Without a service level agreement, an agency submits a gift proposal for CIO approval. Documents are sent through an assigned IRMD analyst. These requests must be reviewed and approved before acceptance of the gift.
Gift Proposal
A gift proposal describes benefits, acquisition fairness, and operational impact. The CIO considers the following issues during approval.
Benefits
Acquisition Fairness
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If an evaluation or trial, what are the start and end dates for the evaluation? When and how will results be shared with other agencies and ITEC?
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How did the agency avoid creating an acquisition bias to a particular provider?
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Which products or services of other providers will be evaluated?
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How and when was the public notified of the gift?
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What action has been taken to ensure that future acquisitions will be competitive?
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Please identify all endorsements of, or obligations to, the vendor?
Operational Impact
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For a trial or evaluation, how will the agency avoid operational reliance upon the product or service subject to evaluation.
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What extra operation or maintenance costs are incurred as a result of accepting the gift?
This table lists items that an agency submits when using the Gift Approval Process.
| When the retail value of |
Exceeds |
Agency provides items shown in this column of table.
The materials are provided to the assigned IRMD analyst.
|
To accept gift, agency needs |
|
Gift or gifts
|
$50,000 |
A gift proposal |
CIO
Approval
|
| Gift or gifts |
$25,000 |
Approval of the Agency Information Systems Manager |
No CIO approval needed |
| Gifts from one vendor in one year |
$5,000 |
Information Resource Request Form |
No CIO approval needed |
| Single Gift |
$1,000
|
Information Resource Request Form |
No CIO approval needed |
|
