OUTSOURCING AND COLLABORATION PARTNERSHIP POLICY

1. Purpose

The purpose of this Outsourcing and Collaborative Partnerships Policy is to establish guidelines and procedures for engaging with vendors and collaborative partners to outsource work and services on behalf of the Coalition of Information Technology Businesses COITB. This policy aims to ensure transparency, accountability, and compliance with applicable laws, regulations, and ethical standards in all outsourcing and partnership activities.

2. Scope

This policy applies to all departments, programs, and activities within COITB that involve outsourcing work or entering into collaborative partnerships with external entities, including vendors, contractors, consultants, and nonprofit organizations.

3. Objectives

• To leverage external expertise, resources, and capabilities to support COITB's mission and strategic objectives.
• To ensure the selection of qualified and reputable vendors and partners through a fair and transparent procurement process.
• To establish clear expectations, roles, and responsibilities for both COITB and its external partners.
• To mitigate risks associated with outsourcing activities, including legal, financial, operational, and reputational risks.

4. Vendor and Partner Selection

• COITB will conduct a thorough evaluation of potential vendors and partners based on criteria such as qualifications, experience, track record, cost-effectiveness, and alignment with COITB's values and objectives.
• Vendor selection processes will be fair, competitive, and transparent, and they will comply with applicable procurement policies and regulations.
• Preference may be given to vendors and partners who demonstrate a commitment to diversity, equity, and inclusion, as well as ethical business practices and sustainability principles.

5. Contracting and Agreements

• Outsourcing agreements and collaborative partnership contracts will be documented in writing and signed by authorized representatives of COITB and the external entity.
• Contracts will clearly define the scope of work, deliverables, timelines, performance metrics, payment terms, confidentiality provisions, dispute resolution mechanisms, and other relevant terms and conditions.
• Legal review and approval of contracts will be obtained as necessary to ensure compliance with applicable laws and regulations.

6. Oversight and Monitoring

• COITB will establish mechanisms for monitoring and evaluating the performance of vendors and collaborative partners throughout the duration of the engagement.
• Performance metrics and key performance indicators (KPIs) will be defined in advance, and progress against these metrics will be regularly assessed and documented.
• Any deviations from agreed-upon terms or performance standards will be addressed promptly through communication, negotiation, or contract amendments as appropriate.

7. Financial Management

• Budgetary provisions for outsourcing and partnership activities will be allocated based on a thorough cost-benefit analysis and consideration of available funding sources.
• Financial transactions related to outsourcing and partnership agreements will be conducted in accordance with COITB's financial policies and procedures, including documentation, approval, and reporting requirements.

8. Risk Management

• COITB will identify, assess, and mitigate risks associated with outsourcing and partnership activities through proactive risk management practices.
• Risk mitigation strategies may include contingency planning, insurance coverage, indemnification clauses in contracts, and regular performance monitoring and reporting.

9. Compliance and Ethics

• COITB and its vendors and partners will adhere to all applicable laws, regulations, and ethical standards in the conduct of outsourcing and partnership activities.
• Vendors and partners will be required to certify compliance with relevant legal and regulatory requirements, including but not limited to anti-corruption, data protection, and conflict of interest policies.

10. Review and Revision

This policy will be reviewed periodically to ensure its effectiveness and relevance. Amendments may be made as necessary with the approval of [Designated Authority/Committee].

11. Communication and Training

This policy will be communicated to all relevant stakeholders within COITB, including staff members involved in procurement, contracting, and partnership management. Training on outsourcing and partnership procedures, policies, and compliance requirements will be provided to personnel as needed.

Appendix A - Collaborative Partnership Agreement Template

This Collaborative Partnership Agreement ("Agreement") is entered into on [Date] ("Effective Date") by and between: [Name of COITB], a [Type of Legal Entity] organized and existing under the laws of [Jurisdiction], with its principal office located at [Address] "COITB", and [Name of Partner Organization], a [Type of Legal Entity] organized and existing under the laws of [Jurisdiction], with its principal office located at [Address] ("Partner Organization").

Background COITB and Partner Organization (collectively referred to as the "Parties") desire to enter into a collaborative partnership to achieve shared goals and objectives related to [Purpose of Partnership].

Agreement

1. Scope of Partnership

The Parties agree to collaborate on [Brief Description of Partnership Activities], including but not limited to [Specific Activities or Initiatives].

2. Roles and Responsibilities

COITB's responsibilities: [Description of COITB's Responsibilities] Partner Organization's responsibilities: [Description of Partner Organization's Responsibilities]

3. Term of Agreement

This Agreement shall commence on the Effective Date and continue until [End Date], unless terminated earlier by mutual agreement of the Parties or as provided for in this Agreement.

4. Governance Structure

The Parties shall establish a governance structure, including a steering committee or project team, to oversee the implementation of partnership activities, make decisions, and resolve any disputes that may arise.

5. Confidentiality

The Parties agree to maintain the confidentiality of any proprietary or sensitive information shared between them during the course of the partnership, and to use such information only for the purposes of fulfilling their obligations under this Agreement.

6. Intellectual Property

Any intellectual property developed or created as a result of the partnership activities shall be jointly owned by the Parties, unless otherwise agreed upon in writing.

7. Financial Arrangements

The Parties shall agree upon financial arrangements, including the allocation of costs and expenses associated with partnership activities, in a separate funding agreement or budget document.

8. Communication and Reporting

The Parties shall establish regular communication channels and reporting mechanisms to facilitate coordination, monitor progress, and evaluate the effectiveness of partnership activities.

9. Termination

Either Party may terminate this Agreement upon [Notice Period] prior written notice to the other Party, for any reason or no reason at all. In the event of termination, the Parties shall cooperate in winding down partnership activities and resolving any outstanding issues.

10. Amendments

This Agreement may be amended or modified only by mutual written agreement of the Parties.

11. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of [Jurisdiction].

IN WITNESS WHEREOF, the Parties have executed this Agreement as of the Effective Date first written above. [Signature of Authorized Representative], [Name and Title], [COITB] [Signature of Authorized Representative], [Name and Title], [Partner Organization]

This template provides a basic framework for a collaborative partnership agreement. You may need to customize it to reflect the specific terms and conditions of the partnership between COITB and the partner organization. If you have any further questions or need assistance, please don't hesitate to reach out.