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.
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 your purchase will exceed $50,000, including renewals, regardless of funding source being utilized.
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 required to run on a server or in the cloud (SaaS) requires careful consideration and is subject to extended processing times.
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.
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:
If your order falls into any one of the categories above, please follow these steps prior to submitting any purchase requests.
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.
The expected processing time is 8 weeks.
Additional timeframe considerations:
Bidding/Request for Information (RFI)/Request for Proposal (RFP):
Cloud/SaaS (Software as a Service)/Online Services:
HIPAA-Business Associate Agreement (BAA):
Microsoft products not covered under the Microsoft Campus Agreement can be purchased by faculty and staff for UB-owned computers.
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.
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.
Review the software available for download to UB-owned computers for faculty and staff.
You must be the administrator of your computer to install most software. Contact your departmental IT support staff to install this software.
Review the software available to order from UB for UB-owned computers and find out how to order it.
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.
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.
When in doubt, find out! Consult with our purchasing agents for advice.
All procurement activity is subject to periodic audit to monitor compliance with policies and procedures.