Purchasing Software

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Computer software is available through a variety of suppliers pre-approved by the Purchasing department. UB also has some university-wide licenses that are available for departments at no charge or for a nominal fee.

Software Over $50,000

In order to ensure the most efficient and cost effective process, follow the steps in this section when your software purchase is expected to exceed $50,000.

When to Use This Process

When your purchase will exceed $50,000, including renewals, regardless of funding source being utilized. 

How to Buy Software Over $50,000

Complete this process prior to selecting a vendor or product, meeting with vendors, or creating a purchase request.

1. Download the Purchasing Software Solutions Over $50,000 Questionnaire and complete all information requested within.

2. Email the completed form to the software Buyer, Kristy Smith.

3. The Buyer will review the information, provide guidance on the next steps, and schedule a meeting with the necessary UB staff if required.

Software as a Service (SaaS) or Software Requiring a Server

Software required to run on a server or in the cloud (SaaS) requires careful consideration and is subject to extended processing times.

Data Security Importance

Data security is very important. Ensuring that our data is secure is a vital part of our business operations. UB has different security requirements depending on the nature of the data or IT resources the supplier will handle. The greatest risk is associated with purchases requiring the use of Category 1 or Category 2 data per the Data Risk Classification Policy.

Not sure what category of data you intend to use?

Your IT Node Support Staff can assist in determining the type of data you intend to use. Find the IT support staff for your unit, department, or academic area.

Four types of purchases with greatest security risk:

  1. Licenses for software products required to run on a backend infrastructure (such as a server or in the cloud) AND are new or replacing other products currently part of departmental workflow
  2. IT Consulting Services
  3. Cloud Products
  4. Data Storage/Transfer licenses or projects

Determine Risk Potential and Next Steps

If your order falls into any one of the categories above, please follow these steps prior to submitting any purchase requests.

Software Purchases Over $50,000

When your purchase is expected to exceed $50,000, including renewals, follow the Software Over $50,000 process as detailed in the previous section.

1. Ensure Purchasing guidelines have first been met regarding threshold requirements, additional quotes and justification.

2. Download the Purchasing Software Solutions Under $50,000 Questionnaire and follow the instructions contained within for Step 1 and Step 2.

3. Once Step 1 and Step 2 of the questionnaire are completed and all necessary approvals have been received, attach all applicable forms to an eReq and submit to Purchasing for completion of your purchase request.

Please Note: The steps above need to be completed prior to submitting an eReq.

Departments may not sign agreements or contracts for these purchases. Read UB's Approval Authority Policy.

Processing Time

The expected processing time is 8 weeks.

Additional timeframe considerations:

Bidding/Request for Information (RFI)/Request for Proposal (RFP):

  • If bidding is necessary due to dollar threshold, a meeting is required prior to the selection of a vendor or product, and must include Purchasing, the VPCIO office and the EDI office.

Cloud/SaaS (Software as a Service)/Online Services:

  • Some Cloud products/services, regardless of the Category of Data being used, will require additional review/negotiation by legal counsel.
  • Additional review can take approximately 3 months.

HIPAA-Business Associate Agreement (BAA):

  • Will a supplier have access to Protected Health Information (PHI)?  Such suppliers act as Business Associates and UB  must include its Business Associate Agreement within the contract to comply with HIPAA regulations
  • Expected processing timeframe of approximately 6 months.

Desktop Software

Microsoft Server and Desktop Software for Purchase

Microsoft products not covered under the Microsoft Campus Agreement can be purchased by faculty and staff for UB-owned computers.

  • For Microsoft Server software (such as Microsoft Windows Server and Microsoft SQL Server) email software-license-support@buffalo.edu to obtain a price quote for purchase through the State of NY Microsoft Reseller. You also obtain your installation file and codes from the software license group.
  • For other Microsoft desktop software (such as Microsoft Visio and Microsoft Project) contact Logisoft directly at rlong@logisoft.com or through the Logisoft website. You will receive an individual license via email that provides access to download the installation file and obtain the install code.

Adobe Software for Purchase

UB participates in the SUNY Cumulative Licensing Program (CLP). The SUNY CLP Agreement #4400684499 is valid until 11/01/2019.  All Adobe titles are available through Logisoft, a recommended software supplier, and will be priced under this agreement.  If you decide to purchase Adobe from another supplier, please provide the SUNY CLP Agreement number to obtain the best pricing.

Recommended Software Suppliers

Logisoft Computer Products

Logisoft Computer Products offers a wide selection of software, including the Adobe CLP products. Logisoft also sells academic-priced software from over 50 companies such as Parallels, Adobe, Avid, Absolute, Corel, TechSmith and more.  

  • Software titles may be viewed on the Logisoft website
  • To request an academic price quote, or to inquire about products not found on the website, email edusales@logisoft.com or call 888-564-4763

Downloading Software for UB-Owned Computers

 Review the software available for download to UB-owned computers for faculty and staff.

Downloading Software to Your Computer

You must be the administrator of your computer to install most software. Contact your departmental IT support staff to install this software.

Ordering Software for UB-Owned Computers

Review the software available to order from UB for UB-owned computers and find out how to order it.

Who Installs Your Software?

Most manufacturers fulfill your license order electronically through the licensing portals or download sites. The end-user (licensee) on the license order receives access. If your IT Node staff installs your software the license may need to be put in their name.  Check with your IT staff prior to ordering.

Purchasing Software for Personally Owned Computers

UBIT has information about the purchase of software for your personally owned computer.

Procurement Services is not responsible for the information provided by UBIT about personal purchases. Direct all inquiries to UBIT. 

Contact an Expert

Kristy Smith

Kristy Smith

Purchasing, Procurement Services

Phone: 716-645-4504

Email: kristysm@buffalo.edu

Cheri Weber

Cheri Weber

Director of Technology Procurement

Purchasing, Procurement Services

Phone: 716-645-3885

Email: ubmcheri@buffalo.edu

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