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1105 - Purchases of Computer Hardware, Software and Services
COMPUTER & SOFTWARE PURCHASES
Ensure that computers, computer peripherals and software purchases are compatible with the city-wide networks and standards; maximize the portability or transfer of data and technical support services throughout the city; provide a review for compliance with all standards, limitations and requirements; provide for a review of requests to consider variances to any standard, limitation or requirement.
Prior to making any order for computer, computer peripheral or software, department directors or their designee should submit the planned purchase information to the Information Technology (IT) Manager for review. Each request should identify the items in reasonable detail, the intended use and specify the budget account code with anticipated cost.
Purchases are not to be made without the approval of the IT Manager. The IT Manager should maintain a record of each request with a reason for approval or denial.
The IT Manager is to review each purchase and make sure the computers, peripherals and software are consistent and compatible with 1) local area network software and hardware, 2) wide area network software and hardware, and 3) standards set for hardware and software products.
Purchases may not exceed city-wide standards or limitations except when there is a documented justifiable reason. Similarly, purchases will not be below set limits to avoid early obsolescence.
The IT Manager will review the anticipated cost of the purchase and will make recommendations, when appropriate, to minimize cost. The IT Manager may require separate purchases of similar items to be combined and ordered together to save money.
The IT Manager may require hardware and software to be purchased through a specific vendor when it provides the best overall price for the product.
City-wide hardware and software standards will be approved by the City Manager with recommendation from the IT Manager and Department Directors. Requests for changes to the standards will be channeled through the IT Manager who will forward them to the City Manager with a recommendation. The IT Manager will maintain a file of approvals and changes. If a request for a variance in a standard or limitation is denied, it may be appealed to the City Manager. The appeal shall be made in writing by the Department Director with a copy sent to the IT Manager.
Current Purchasing Standards:
The purchasing standards serve as guidelines to help the City get the maximum value from computer hardware, software, and peripheral purchases. The IT Manager will interpret and apply these standards.
The current purchasing standard for computer hardware is as follows: The City will purchase reasonably priced hardware that uses proven technology, often a step below the most current, cutting edge technology at the time of purchase.
The current purchasing standard for computer software is as follows: The purchase of application programs should, whenever possible, be consistent throughout the City. For example, if the city-wide standard for word processing is Microsoft Word then all purchases should be for this product. Application programs for which no city-wide standard exists may be purchased if it passes the IT Manager's review for compatibility.
Before engaging an outside vendor or consultant to set-up, repair, or give advice concerning City computer hardware and software, departments should coordinate such requests with the IT Manager. The IT Manager should provide the service to the department if he/she has the expertise and time required. If not, the IT Manager will advise the department about using vendors which may already be designated for such services. If none such are designated, he/she should make sure the department is following this and other policies and authorize the department to engage the requested vendors services. The department is responsible for all budget appropriation requirements.
Enacted, 7/1/1997, Previous Policy 1105
Amended, 12/4/2003, Previous Policy 1105