IS&T Contracting Team

The IS&T contracting team (part of the IS&T Business Office) are responsible for reviewing all IT documents that require legal signature (MSAs, BAAs, SOWs, Work Orders, Quotes, NDAs, etc.). This process is managed through the IS&T Contract Intake Form (CIF) once submitted in Cobblestone. The team ensures the appropriate details are documented so that the contract review process is expedited. This process includes financial review, approvals by VPs, compliance with corporate contracting policies, formal legal review, and obtaining executive signatures.

Normal processing of CIFs for simple requests using approved UMMS templates, such as statement of works, work orders, quotes, proposals, etc. generally can take about 1-2 week from submission to being signed by both the vendor and CIO, depending on the responsiveness of the vendor). If your submission requires contract negotiation or uses non-standard UMMS templates, this can take approximately 4-6 weeks also depending on the responsiveness of the vendor, UMMS business owner(s) and other UMMS departments IT Security, Corporate Compliance, UMMS Legal, etc.).

The process and software to support this team was updated in May 2021.

The vendor selection memo and the budget modification forms that used to be separate documents are now captured in Cobblestone as part of the CIF process. See below for more information.

Cobblestone links – submit new CIF or check on status

  • Submit new CIF – this will launch Cobblestone, where you will answer a series of questions to direct you to the right form. If you have submitted a CIF for this vendor in the past, the software will attempt to copy some basic information.
  • Check on the status of a submitted CIF – this will launch a report in Cobblestone, where you can check on the status of a CIF that is in process. See below on this page for the statuses, what they mean, and who you can contact if you have any questions.

Checklist and key information

Ensure you have everything outlined in the checklist ready before you start your CIF. The IS&T Business Office is designed to help you with obtaining this information.

This includes general information:

Per form:

  • Master Agreements: There are three options: 1) professional / consulting services; 2) software and service; and 3) equipment, goods, and/or software. If you have questions about which agreement to use, please contact istcontracts@umm.edu. The submitter will attach these documents to the CIF in Cobblestone or the contracting team can help coordinate these documents with the vendor.
  • Work Order (Schedule B): Please obtain Word editable versions (if possible). If you are using the standard UMMS template as a starting point, it can be found here. If you are using the vendor form, please attach that as well. The submitter will attach these documents to the CIF in Cobblestone or the contracting team can help coordinate these documents with the vendor
  • Statement of Work / Quotes (or any vendor forms): Please obtain the vendors Word editable versions (if possible). The submitter will attach these documents to the CIF in Cobblestone or the contracting team can help coordinate these documents with the vendor.
  • UMMS Change Order: If a Change Order is needed to modify the budget, please reference the Purchase Order number in the CIF form.
  • Vendor Selection Memo: this is not a separate form, and is handled as part of the CIF process; If your submission is over $500,000, or dealing with staff augmentation, it is required to so a proper vendor selection. Please refer to the corporate contracting policy prior to your CIF submission or contact istcontracts@umm.edu for additional assistance.
  • Budget Modification Form: this is not a separate form, and is handled as part of the CIF process; ensure you have the relevant information (cost center, operational vs capital project, etc.)

CobbleStone Access/Passwords

All VPs, directors, managers, and project managers have CobbleStone accounts. Please contact istcontracts@umm.edu for your username and/or password reset.

New employees will need to request an account. We offer short training sessions for all new users and by request.

If you would like to use the Cobblestone mobile application, please use this app installation information.

Reference material & document links

  • Overview of contracting process:
  • If you have any questions, contact istcontracts@umm.edu
  • Statuses for your CIF, including general timeframes can be found here:
    • CIF initial review
    • Final Business Office Review
    • IS&T Contracting - Initial Review
    • IS&T Contracting - With UMMS Legal
    • IS&T Contracting - With Compliance
    • IS&T Contracting - In Negotiations
    • Waiting on CFO signature
    • Waiting on CIO signature
    • Fully executed / signed
    • Ready to close - waiting on RAR
    • Closed
    • On Hold

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