Part of: IT Professional Services/ Consulting
 

Executive Lead

Michael Motta

Technical Lead

John Brindamour
IT Contract Manager
john.brindamour@uri.edu

Support Team

it-contract-review-group@uri.edu

Service Image for IT Contract Review

A Guide to IT Contract Review

Tools, Resources, and Guidance for Contract Success

IT Contract Review Flowchart

Overview

We oversee the IT Contract Review process to ensure compliance with University standards. Our team directly reviews IT contracts submitted through the URI purchasing department. For all other contracts, stakeholders, including contract owners, are responsible for conducting their own reviews. You can use the tools, resources, and guidance we provide to support an effective and compliant process. Flowchart

Initial Steps for Contract Submission

Guidance and Resources

  • Required Reading: Review the most recent guidance from the Vice President of Administration and Finance: Contract Approval.
  • Planning and Resources: Refer to the Planning and Resources section below for additional help.

IT Security Approval

  1. Check: Approved Business Applications.
  2. Not Listed? Submit an IT Security Assessment Request.
    • Note: Security approval does not replace contract review and approval.

Submitting Your Contract

Determine Acquisition Method

Submission steps vary depending on the acquisition/purchasing method. Follow the instructions below:

Acquisition Methods

  1. College Requisition (CR)
    • Submit a College Requisition through your department.
    • Attach all documents (e.g., Contract Cover Sheet, quotes, terms) to the CR. Note that Appendix A is NOT required.
    • The purchasing department buyers will initiate the IT contract review as a service request on your behalf. The request is assigned to the IT contract review team. Contract Owners will receive feedback via email notifications.
    • Track your requests, comment, or submit updated attachments here: My Requests.
    • Negotiation and Signature Requests: Managed by URI Department of Purchasing.
  2. Other Methods (e.g., PCard, LVPO, $0 Value)
    • Department’s Responsibility:
      • Read and understand the contract.
      • Complete and attach Contract Cover Sheet (including Appendix A).
      • Forward to an Authorized Signatory for approval or signature.
    • Proof of Authorization: Maintain proof (signed contract/approval email) and forward appropriately (e.g., to PCard Office).

Authorized Signatories for IT Contracts

Planning and Resources

Quick Links

General Conditions and Insurance Under Rhode Island Law

  • Rhode Island Department of Administration General Conditions of Purchase and General Insurance Requirements: Available online here
  • URI Board of Trustees General Conditions of Purchase and General Insurance Requirements: Available online here

Policies and Procedures

Definitions

  • Application: A digital solution that may include software, SaaS (e.g., online learning tools), IaaS (e.g., cloud hosting), and PaaS (e.g., cloud-based application development).
  • Contract: Any agreement between two or more parties where there is a mutual exchange of promises, creating legally enforceable rights and/or duties for the parties. (Examples: software license, subscription agreement, service order, amendment, renewal, click-through agreement. A ‘click to agree’ website contract is also legally binding even if unsigned by the parties.)
  • Contract Owner: The individual or department initiating a Contract by requesting the goods, services, or other relationship or transaction to be covered in the Contract.
  • IT Resources: All computer and telecommunications equipment, software, data, and media, owned or controlled by the University or maintained on its behalf.
  • University Data: All data or information held by the University or created as a result of University business.

Additional Guidance

Understanding Contract Ownership

As the Contract Owner, you are responsible for understanding the terms, overseeing the execution, and providing all relevant information. While our team is here to support you, ownership lies with you, the initiator. Contract terms can be intimidating, and it is understandable if they seem complex. However, it is essential to set clear expectations and know the ground rules before proceeding. Being a Contract Owner does not mean you have Signature Authority. Your role includes identifying and communicating potential risks to your Authorized Signatory to help ensure they fully understand the implications before approving or signing a Contract.

Common Legal Terms Explained

  • Indemnity: Defines responsibility for covering legal costs or damages if a third party files a claim. For example, ‘Party A agrees to indemnify and hold harmless Party B against any claims, damages, or liabilities arising from the use of the product.’
  • Jurisdiction and Venue: URI Contracts must adhere to Rhode Island law.
  • Exclusivity & Non-Competition: URI avoids these terms. For example, URI does not enter into agreements that restrict them from working with other vendors or require exclusivity in providing certain services.
  • Unilateral Changes: Contract modifications must be mutual—no unilateral changes.
  • Confidentiality Requirements: URI requires Contract to include exceptions allowing for disclosure of confidential information when required by law, such as a public records request under the Rhode Island Access to Public Records Act (APRA).
  • URI Name & Logo Use: Contracts that grant the vendor use of URI’s name and logo require approval. If an opt-out option is available, use it; otherwise, the term must be removed. For approval, contact: Department of External Relations and Communications.
  • Online Terms: The objective is to ensure that only terms effective on the Contract’s signing date are binding, preventing unilateral changes after execution.

Contact Us

Book an IT Contract Review consultation

 

Page Last Updated: 12/06/2024

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