The Procurement Contract Management System is a centralized system designed to increase the efficiency of contracting and contract management. Through standardization and automation, we increase processing speed, approval, transparency, and reporting and reduce individual and institutional risk.
Assistance: To ask a question, request training, or report a technical issue about the Contract Management System, please email firstname.lastname@example.org.
Contract Management System
- Events/Travel Agreements
- Procurement Goods and/or Services Agreement
- Service Agreement (Campus Services)
When Dartmouth and the Provider wish to enter into a broad relationship that will encompass numerous but separate projects, orders, purchase, engagements, etc., a Master Agreement can be used to establish the general terms that are intended to apply to all projects, orders, purchase, engagements, etc., (“Master Terms”). The terms and conditions set forth in the Dartmouth form of the Master Goods and Services Agreement parallel the Dartmouth Standard Terms and Conditions. Additionally, the Dartmouth form of Master Goods and Services Agreement includes additional language establishing the framework for subsequent SOWs (Statements/Scope of Work) between the Vendor and the Dartmouth Business Unit. Master Agreements with Vendors serving more than one Department/Division, which are intended to be institution-wide agreements, establish Master Terms that would impact other business units who are entering into a Statement of Work with Provider under the Master Services Agreement. For institutional Master Agreement, an individual with institutional authority/perspective should be the authorized signatory.
Master Campus Services Agreements are master agreements involving the services and maintenance of Dartmouth owned or leased facilities.
Master Procurement Goods and/or Services Agreements are master agreements involving the purchase of goods and/or services not involving the purchase of services for Dartmouth owned or leased facilities.
A separate form of agreement is used when the Dartmouth Standard Terms and Conditions referred to on a PO are not robust enough or are inapplicable to a transaction, and a Master Agreement is inappropriate. Suppliers may also request a stand-alone contract from Dartmouth. Common types of standalone contracts include vendor forms for software purchases such as Software License Agreements, Terms of Service, and Acceptable Use Policies, all of which define critical legal and commercial terms for the license and use of software; including service commitments and uptime guarantees.
Event/Travel Agreements should be used when requesting agreements for an event and/or travel. Common types of agreements include Hotel Room Blocks, Conference Space, and Charter Bus Services.
Procurement Goods and/or Services Agreements are one-off or standalone agreements for the purchase of goods and/or service that are not for events, travel, or campus service/facility goods or services.
Campus Services Agreements are one-off or standalone agreements involving the services and maintenance of Dartmouth owned or leased facilities.
A Statement/Scope of Work (SOW) Agreement is submitted referring to as a Master Services Agreement (MSA). The MSA is the governing document for the entire relationship, while the SOW deals with the specifics of a single project or scope of work. Each Statement of Work can establish terms which prevail over the Master Terms, if the specific transaction between the business unit and the vendor requires different terms.
A Campus Services SOW is the statement of work referring to a Master Campus Services Agreement.
A Procurement Goods and/or Services SOW is a statement of work referring to a Master Procurement Goods and/or Services Agreement.
A non-disclosure agreement (NDA), also known as a confidentiality agreement (CA), confidential disclosure agreement (CDA), proprietary information agreement (PIA) or secrecy agreement (SA), is a legal contract or part of a contract between at least two parties that outlines confidential material, knowledge, or information that the parties wish to share with one another for certain purposes, but wish to restrict access.
When working with an individual, the individual must be vetted to ensure they are authorized to work as an Independent Consultant/Independent Consultant by IRS regulations and not an employee.
- Within the United States: If services are being performed within the United States, provide the individual with the Independent Consultant/Independent Consultant Questionnaire and have them submit the completed form to Procurement.Services@dartmouth.edu for Independent Contractor review.
- Outside the United States: If services are being performed outside of the United States, use the International Staffing Questionnaire and submit the form to the Controllers.Office@dartmouth.edu for the International Staffing Committee review.
Once approved, a Contract Request may be submitted using the Procurement Contract Management System. Any agreement type has the option for entering into an agreement with an individual as an Independent Consultant or Independent Contractor. Select the appropriate Master Service Agreement or Agreement from above and when prompted "Is the Vendor an Individual?", select "Yes". Next the requestor will be prompted "Is work being performed in another country?". If "Yes", then the International Staffing Questionnaire; if "No", then Independent Consultant/Independent Contractor Questionnaire should be submitted to substantiate that the individual has be approved to perform services as a non-employee.
If the individual is not currently a Dartmouth Vendor, the individual will be contacted to create a profile and provide new vendor documentation through the Vendor Portal managed by PaymentWorks.
Procurement guidelines have been established to promote competitive bidding. If the total value of the purchased goods/services will exceed $9,999, then it is required to obtain 3 quotes demonstrating that the vendor was the lowest bidder, or a Sole Source Justification form must be submitted. The Procurement Sole Source/Competitive Bid Policy outlines the requirements for competitive bids on goods and services purchased by Dartmouth College.
The highest standards of business ethics and conduct should be applied by all Dartmouth employees in relations with suppliers. Dartmouth personnel should avoid situations that create or appear to create conflicts between their personal interests and Dartmouth's interests. All decisions made by Dartmouth Personnel in the course of their professional responsibilities are to be made solely on the basis of their desire to promote Dartmouth's best interests. If an individual's personal interests might lead an independent observer reasonably to question whether the individual's actions or decisions on Dartmouth's behalf are influenced by those personal interests, the individual should recuse himself or herself from the decision-making process and notify the responsible Dartmouth officials, as described in more detail in the Conflict of Interest Policy of Dartmouth College.
When engaging any vendor for services, it is necessary to give thought and diligence to the type of information we are providing our vendors, either for person, financial, intellectual property, etc. The DISC Level refers to our Data Information Security as outlined in the Dartmouth Information Security Policy. Below are the definitions of the 4 levels:
- Level 0 - Data meant for public disclosure is defined as Level 0.
- Level 1 - Data with no confidentiality classification, but not intended for public disclosure, is considered Level 1 data. This is general business data for use within Dartmouth, and protected at a baseline level of control (available to the Dartmouth community via authenticated IT access, or authorized physical access to Dartmouth facilities).
- Level 2 - Data classified as level 2 are data which can only be shared with individuals deemed to have a 'need to know' as defined by the data owner.
- Level 3 - Data classified as level 3 are data classified as strictly confidential, requiring the highest level of sensitivity. This includes FERPA data, personally identifiable information (PII), personal health information (PHI), credit card information (PCI), among others.
When considering the purchase of software, it is necessary for software vendors to follow the Dartmouth Information Security Policy (DISC Policy) and diligence requirements, prior to entering into agreement. See Information Security's Role in the Procurement Process.
- Data Security: Any system designed to store information about Dartmouth College or the Dartmouth community (Students, Faculty, Staff, Alumni, Associates, or Vendors), must provide Vendor Security Self Assessment, as well as, other data security documents depending on DISC level.
- Records Management: If the software will be storing Dartmouth College electronic documents and records, the Records Management Questionnaire should be submitted to Records.Management@dartmouth.edu.
Once approved, a Contract Request may be submitted using the Procurement Contract Management System. Any agreement type has the option for entering into an agreement for Software . Select the appropriate Master Service Agreement or Agreement from above and when prompted "Is this a software purchase?", select "Yes" and complete the required information and provide any required DISC documentation. If storing Dartmouth College documents and/or records, when prompted "Will the software store institutional information subject to Dartmouth Records Management document retention guidelines?", select "Yes" and upload the approved Records Management Questionnaire.