Goal and Objective

The goal of the Academic Affairs Computer Replacement Program (AACRP) is to replace out-of-warranty, administratively-used computers for faculty and staff using the funds provided by the Academic Affairs department. The program has helped campus meet its technology needs since 2005.

2023 AACRP Details

OIT will provide each department’s liaison with a list of highly recommended desktop computers or laptops available at special pricing.

This year, AACRP funds also can be used to purchase equipment needed to enable remote teaching or work. Possible additional equipment includes:

• Docking stations and Docking Monitors
• Monitors to expand usability of laptops
• Tablets

It is important to consider both current, pressing needs and the impact of not replacing aging desktops in this replacement cycle. Computers that are out of warranty could incur expensive repair costs and disrupt work in the future.

Additionally, OIT highly recommends identifying any computers running Windows 7 or Windows 8 for immediate replacement if they cannot be upgraded, as these operating systems are no longer supported by Microsoft and may have serious security vulnerabilities. Please contact the AACRP team if you need assistance.

Deadline

Eligible departments must submit quotes for the AACRP by December 30, 2022. We recommend completing the process as soon as possible as there may be challenges in procuring equipment.

Purchasing Process

Generally, AACRP liaisons should:

1. Identify the allotted dollar amount for your College below.
2. Coordinate with your dean and department to identify the needs of your department.
3. Shop the AACRP program sites according to each site’s process to build a quote for each site.
4. Submit the quote(s) to your point of contact in your college.
5. Each departmental point of contact will receive an email requesting a list of computers that are being replaced with the AACRP process. Instructions on completing this form will be included. The completed form must be submitted to aacrp@unlv.edu before the new computer(s) will be delivered.
6. Complete the surplus transfer form for equipment that is being replaced

Computer Allocations

Funds will be distributed to each eligible College according to the FTE count. The following chart lists the FTE counts for the distribution of funds for FY2023.

• Any funds not completely used by a college will be redistributed to colleges that need additional funds.
• Any orders that exceed the allotted amount will need to be paid for by the college. An account number will need to be provided to OIT for purchase, otherwise, the order will need to be modified.

Building Quotes

Use the following links to register an account (if necessary), identify products you wish to purchase, and create a quote. Email the quote(s) to your point of contact in your college by December 30, 2022 for purchasing.

UNLV's HP Store

UNLV's Lenovo Store

Dell Premier (Please contact Joel Bobrosky if you need assistance logging in)

Apple
Visit the Apple education portal and create a shopping cart with the configuration for all Apple systems that are to be ordered. Have that shopping cart emailed to aacrp@unlv.edu. OIT’s AACRP team will receive the final quote from our Apple inside sales representative.

Requirements

1. Equipment can only be purchased from the vendors mentioned above.
2. You must purchase four-year warranties for computer desktops & laptops from all vendors (Dell, HP, Lenovo, Apple).
3. A Windows Operating System (OS) must be purchased with the computer. All Apples are sold with their OS standard.

AACRP Recommended Computer Specifications

OIT is providing recommended equipment for AACRP considerations for each vendor. See links below

• Apple Recommendations
• Dell Recommendations
• HP Recommendations
• Lenovo Recommendations

Be sure to purchase an operating system when you buy a new computer. If you do not, you will have to purchase one separately, which could double the cost you would have incurred otherwise. OIT can upgrade Windows operating systems on current UNLV computers if an Windows operating system is already installed.

Equipment Delivery

Delivery of equipment may be delayed and equipment selection could be limited as manufacturers and vendors face supply chain challenges and increased consumer demand for certain products. We appreciate your patience and flexibility in helping coordinate equipment pickup and delivery once the equipment arrives on campus.

Surplus Equipment

If you have previous equipment that you no longer need:

• New REQUIREMENT: We are requesting to have the surplus transfer completed and turned in with the quotes that are submitted. Please send a copy of the transfer detail in .pdf form with the quotes.
• Send an email to aacrp@unlv.edu along with your quotes and transfer detail from Dell, HP, and/or Apple.
• Once new computers are received, the department point of contact will be contacted to schedule delivery of the new equipment and the retrieval of the equipment per the list provided.
• The department point of contact who tracks your department's inventory will need to use Asset Works to transfer the item(s) being surplused to OIT (using “SUP-02527 – INFORMATION TECHNOLOGY”).
• OIT will then create a transfer in AssetWorks to transfer the new inventory to your department once the exchange has been completed. The transfer will need to be received by your department/sub-department.

Contact

Please contact Casey Overton at (702) 895-0757 or through e-mail at aacrp@unlv.edu for any questions regarding the program.