Purchasing Audio Visual Equipment

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Purchase audiovisual (AV) equipment, projectors and supplies through a variety of approved and recommended suppliers on New York State contract.

State Contract for AV Equipment and Accessories

Purchase from suppliers listed in the New York State Contract. For a comprehensive list of qualified resellers, click on Resellers Directory. 

How to Buy

Purchase your AV equipment and supplies through recommended suppliers currently on New York State Contract using eReq or a procurement card, being sure to follow purchasing and PCard guidelines. 

You may purchase from non-contract suppliers, if:  
•    They accept university purchase orders or tax-exempt PCard purchases
•    They are reputable and are in good business standing
•    Their item and shipping prices are reasonable

Avoid Confirming Received Purchases

Get expert help and guidance from the Purchasing office before you purchase your AV equipment and supplies. Work within the eReq or PCard process to avoid confirming received requests. 

Things to Remember When Choosing a Supplier

  • Vendors who are required to come on campus:
  • All AV purchases are required to meet the purchasing guidelines per dollar amount thresholds (Purchasing office will request these forms)
    • Vendor quotes should clearly line item out each piece of equipment separate from labor or installation costs
    • All AV purchases , regardless of funding source, are subject to periodic audit to monitor compliance with policies and procedures

Accessible Procurement Guidelines

The University at Buffalo is committed to providing equipment that is accessible to everyone, including individuals with disabilities. AV equipment must meet the Americans with Disabilities Act (ADA) Standards for Accessible Design. 

AV Equipment Standards

Height, Depth and Reach

Classroom AV system components like touchscreen/button user interfaces, projection screen switches, and laptop input ports that are mounted on lecterns, teaching stations, and walls should be reachable by a wide range of users, including individuals who use wheelchairs.  AV equipment should be placed on work surfaces between 28 and 34 inches above the floor.  Consider purchasing adjustable lecterns to meet this requirement while accommodating standing users.  AV controls that are not on work surfaces – for example, that are wall-mounted – should be between 15 and 48 inches above the floor.  For AV controls on work surfaces that protrude, ensure that the reach needed to access the equipment does not exceed 24 inches.

Assistive Technology

Ensure that the AV system includes an assistive listening system for individuals with hearing impairments.

Ask About Accessibility

When discussing a potential purchase with a vendor, include questions that pertain to the accessibility standards their products meet.

Information about accessibility, including some suggested questions for vendors, is available at UB’s Accessibility Web Portal: http://www.buffalo.edu/access/services/service4.html

If you have additional questions after reviewing the Accessibility Web Portal, contact the Office of Equity, Diversity and Inclusion at diversity@buffalo.edu.

Before You Buy

  • Consider the audience for the chosen equipment or project
  • Consider all possible future uses for the needed AV equipment to avoid additional costs associated with “after the fact” retro-fitting 
When to Consult with ITCS of NCS

Equipment that requires ITCS (IT Customer Service) or NCS (Network and Classroom Services) consultation:

  • Crestron manufactured equipment
  • Course Capture equipment
  • Videoconferencing equipment
  • Projectors
  • Video Walls
  • Digital Signage

Contact an Expert

Kristy Smith

Kristy Smith

Purchasing, Procurement Services

Phone: 716-645-4504

Email: kristysm@buffalo.edu

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