Software Purchase Requests

Overview

• All work-related and college software, Software as a Service contracts (SaaS), and data subscriptions intended for purchase or use, regardless of cost, must undergo a review and approval process by the College in consultation with System Office Security and General Counsel prior to purchase.
• When submitting a request for items going to contract review, please include all relevant documents. Include as an attachment applicable documents such as: Contracts, End User License Agreements (EULA), Master Subscription, Master Subscription Agreements, Order Form, Privacy Policy, Quote, Renewal Form, Software as a Service, Subscription Agreement, Terms of Service, Terms of Use. Incomplete requests will delay the process. 
• HTC Technology Services will work in coordination with the HTC Purchasing Department.  Technology Services will review software requests for security issues and system requirements, while Purchasing will facilitate the System Office Security Risk Assessment, Legal Counsel review, and Contract/PO processing.
• Please note that The System Office Security Team review and the legal review of contracts by the Office of the General Counsel may take several weeks; therefore, allow at least 6-12 weeks for review. If there are legal changes or recommendations, the negotiation could take longer depending on the complexity of the contract and the responsiveness of the vendor.

Background

• As part of the state system, Hennepin Technical College is subject to certain legal requirements and restrictions that affect its ability to accept certain contract terms. Therefore, the review and execution of all college agreements must follow the appropriate college, Minnesota State, legal and purchasing requirements and procedures. 
• A contract is any document that legally binds the university to another party. Contracts can take many forms, including affiliation agreements, memorandum of understanding (MOUs), terms and conditions (T&C’s), letters of agreement, online click-through agreements and a variety of other labels. Not all contracts involve the payment of money. 
• All software contracts that bind the college to terms and conditions must go through the Contract Review Process. All technology-related contracts or contracts with technology components must go through IT contract review.  

Benefits

• Ensure the legal and information security requirements for all IT contracts are met and attain sign off by IT Services which is required for purchasing purposes.   

Resources

• Software Installation Service Request
• Board Policy 5.13 Information Technology Administration
• Board Policy 5.14 Contracts, Procurements, and Supplier Diversity
• Board Policy 5.22 Acceptable Use of Computers and Information Technology Resources
• Security Risk Assessment PDF Fillable Form