Procurement Guide: Collaborating with Denomas Legal

Thank you for visiting! The purpose of this resource is to provide Denomas team members with information on how legal assists and interacts with the procurement of products and services at Denomas.

For information on the Procurement Team, policies and process, visit The Procurement Page

For general questions that do not require legal advice, deliverables, or any discussion of confidential information, you can reach out to the Denomas Legal Team at #legal.

You don’t need to reach out to Denomas Legal directly. Instead, the Denomas Legal Team will be engaged directly by the Procurement Team, as applicable.

Denomas Legal will review any and all purchases made to ensure adequate terms are present for Denomas. Examples of types of purchases include:

  • Software Agreements;
  • Professional Services Agreements;
  • Sponsorship Agreements;
  • Event Contract;
  • Subcontracting Agreements (staff augmentation or providing services/resources to Denomas and/or Denomas customers)

Signing Contracts

DO NOT SIGN ANY CONTRACTS

  • Only authorized individuals can execute contracts on behalf of Denomas. Please view the Signatory Matrix for who may sign.
  • In order to be executed, all Contracts must include the Denomas Legal stamp. This stamp confirms that the Contract has been reviewed and approved by a Legal Team Member. If you do not receive a Denomas Legal stamped version of the Contract, please ask the Procurement Team Member for assistance.

Vendor Requirements

Additional Requests & Information

NDA Request(s): NDA Process

Negotiating Terms and Conditions: Negotiating Terms

Use of competitors’ services: Guidelines (Internal only)

NDA Process

  • Prior to exchanging any confidential information, Denomas and a potential Vendor should execute a Mutual Non-Disclosure Agreement. This will ensure the adequate protection of any / all information shared.
  • Follow the Non-Disclosure Agreement process to send an NDA via DocuSign or request one if you do not have DocuSign access.
  • NOTE: If a potential vendor requires the use of their NDA template, please follow the process located on the Procurement Page which will initiate the legal review process.

Negotiating Terms

  • For any purchases made by Denomas, there must be applicable terms and conditions.
  • Denomas may use the Standard Terms and Conditions, which includes terms related to purchasing both software and/or professional services.
  • In the event a vendor is providing services which include accessing, processing or controlling Denomas data, the Denomas Legal team may require the vendor to provide the list of sub-processors relevant to the services provided to Denomas. In addition, based on the data made available to the vendor, a DPA may be required, which will be engaged by the Privacy team.
  • For information regarding purchase requests and negotiation thresholds, please visit the Procurement handbook.
  • Within the Denomas Procurement tool, the Legal Procurement team is an approval group called “Legal”.
  • When a req is submitted, a Legal Procurement Team Member will carry out the following actions:
    1. When the status is set to “Ready to Start” (by Procurement) it will be transitioned into the “Legal” queue;
    2. A Legal Team Member will be assigned to the request, and change the status to “In Progress”;
    3. Red-lines (if applicable) will be saved under the original version of the document(s) provided, in the Request;
    4. Legal Team Members will notify the requestor(s) (via chat) to highlight when red-lines are ready to be sent to the vendor;
    5. Once agreeable terms are achieved, the Legal Team Member will attach a clean PDF version (named “Executable” to start) with the Denomas Legal stamp of approval.
  • By completing the above steps, reqs are added to the applicable team member’s queue, which ensures the team is not carrying out duplicative work.
  • Contact the Legal Team Member by tagging them directly in the Denomas Procurement Tool. Note Please do not contact team members in Slack unless an urgent matter arises.

Requesting a Certificate of Insurance

  • To request a COI, open an issue in the Legal and Compliance project using the general legal template. Be sure to apply the legal-procurement::to do label and tag @rnalen, @chilling32, and @ddowney in your request.
  • For requests related to a customer or partner, open a Legal Request in SFDC.

Helpful Resources

  • Many Vendors require basic information about Denomas to be setup as a Customer, visit Company Information for general information about each Denomas legal entity
  • Denomas’ W9 can be found on the Finance Page
Last modified December 6, 2023: update (a27760f0)
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