Software Procurement Process

Purpose

As a service entity of state government, UETN supports participating institutions to help them accomplish the core missions of their organizations. In doing so, UETN is led by a Governing Board composed of representatives from UETN’s constituent groups and guided by the Board’s service mission, values, and priorities. Consortium-level software agreements typically result in organizational efficiencies and cost savings. This document describes the process for selecting software for consortium licensing managed by UETN.

Background

Pursuant to Utah code Section 53B-17-105, UETN is responsible to procure telecommunication services, software and equipment on behalf of public and higher education entities in Utah. In carrying out this responsibility, and at the request of Participating Institutions, and in accordance with applicable law (e.g. procurement law), UETN enters into agreements on behalf of Participating Institutions.

Definitions

Common Good Products - Software licensed and used by the majority of institutions. Generally always on and available as part of core operations. Considered basic infrastructure services to be provided with high quality and reliability. Costs for these may be paid through state appropriation to UETN.

Good Will Products - Typically procured by UETN when at least 50% of the participating institutions would benefit from a consortium license. Costs for these services are usually paid through the institution. These services sometimes have such extensive adoption that stakeholders choose to move them into the Common Good category. Products with low usage are moved to institution-level licensing.

Institution-level Products - Products licensed and paid by individual institutions, separate from the UETN processes and consortium agreements.

Participating Institutions - Institutions served by UETN that participate in UETN consortium agreements. Absent state appropriation to UETN, they are responsible for following the terms of the master agreement, reimbursing UETN for costs attributable to them, and providing or allowing UETN to gather general data to track product usage and administrative reporting. Professionals at participating institutions may advise on product selection and often participate in pilot tests and evaluation committees.

Stakeholder Groups - Formal or informal representatives of the organizations served by or working in partnership with UETN. UETN participates with or convenes stakeholder groups to inform and advise on product selection, develop or coordinate training, communication channels, and other supports across institutions.

Criteria

UETN participates with or convenes stakeholder groups to inform and advise on product selection, develop or coordinate training, communication channels, and other supports across institutions. In making decisions with stakeholders, UETN licenses and selects products that will:

• support and encourage the strategic goals of multiple UETN partner organizations
• support teaching, learning, research, service, and administration
• are available to multiple constituent groups, institutions, and partners
• offer benefits through efficiencies, cost savings, knowledge sharing, or influence over a product
• follow widely accepted best practices and standards of accessibility, data privacy, security
• meet other criteria identified through partner input

Process

In carrying out this responsibility and in partnership with stakeholders, UETN follows the process outlined below:

1. Software Need Identified
   1. Input through partner organizations
   2. Input through stakeholder communities
   3. Vendor may offer enterprise approach
   4. New features available for existing products
   5. Other changes in the marketplace
2. Information Gathering
   1. Research product and options
   2. Assess interest level of stakeholders
   3. Research product(s) security and ADA compliance
   4. Determine if there are current contracts or pilot programs in place
3. Establish Cost and Buy-In
   1. Identify and establish product options
   2. Verify product functionality meets user needs
   3. Determine affordability and consortium cost savings
   4. Develop program or project brief
   5. Stakeholder committee discussions
   6. Stakeholders obtain authorization from their institution's proper authority
4. Develop Procurement Plan
   1. Determine required procurement path
   2. Develop selection or compliance criteria
   3. Conduct an RFP or alternate procurement
   4. Issue award(s)
5. Contracting
   1. Negotiation of contract terms
   2. Contract approved by legal counsel
   3. Participation agreement signed by institutions
   4. Additional authorizing signature obtained
   5. Contract adjustments or amendments as needed
6. Contract Management
   1. Product onboarding
   2. Billing/invoicing
   3. Monitor performance
   4. Track and report utilization, known issues
   5. Annual notice, review and renewal if needed

Revision: October 11, 2019