Guideline for Contract Service Agreements (CSA)
The College understands that even though we would like to have a contract for every service procured or rendered, this is not always realistic. This will give us a guideline to share with end users, Contract Administration, Risk Management, Technology Services, and the Purchasing Department so it is clear what is expected.
Must have a Contract or Agreement for the following:
- Purchases of services $10,000 or more for services on-site
- Supplier may have their own contract, which is fine if it goes through the Contract Administration SharePoint site for review and signature.
- Any student internships, clinicals or any student off-site work
- Any services involving students or minors (daycare children) or campus speakers/performers
- Any software purchase, unless Technology Service and Contract Administration provides approval to proceed without a contract
- RFP/RFB awardees
- Contract forms will be part of the RFP/RFB award
- Any services on campus that touch our infrastructure
- Examples include: Maintenance on underground storage tanks, fire panel maintenance, plumbing, heating, etc.
Technology Purchases
- All technology purchases, including computer-related hardware and all software, must receive authorization and be made through Technology Services.
- Vendor must complete a HECVAT (Higher Education Community Vendor Assessment Tool) if storing Madison College data within infrastructure not owned and managed by Madison College
- A Data Sharing Agreement will be required if any of the following apply:
- Sensitive data will be stored by an outside party including:
- Personally identifiable information (PII) data, like personal phone numbers and addresses, or
- Family Educational Rights and Privacy Act (FERPA) data, like Student Numbers and grades; or
- Health Insurance Portability and Accountability Act (HIPAA) data, like dental records; or
- Data will be shared with a vendor through an integration or other data transfer; or
- Vendor will have access to the college’s data on the college’s network, system, or servers
“Piggybacking” off a Cooperative Contract
- This agreement is to be used when the vendor has a cooperative procurement contract already in place with another approved agency (UW/State of WI/E&I, etc.) This agreement connects that cooperative contract to Madison College for $10,000 or more.
- Make sure our period of contract does not extend past the cooperative contract
- If there is an approved date exception, the college will require a full contract
Speakers/Entertainers
- (No dollar limitation) This agreement is to protect against accidents/liability/etc. while on campus. Detail out indemnification needs for copyrighted material/music specify requirements for transportation, equipment, etc.
- Please be aware of the non-WI resident 6% withholding for entertainers (Payment of $7000 or more) when speaking in-person
Serial Purchasing
- Departments cannot make multiple purchases with the same supplier under $10,000 just to avoid the need for a contract. Total spend for services will be monitored and supervisors will be notified if serial purchasing is identified.
