HomeMy WebLinkAboutF02.0 Major Software Package Acquisitions �'l3llRl�ll `Y 111CJ-
1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT: MAJOR SOFTWARE SECTION: F NUMBER: 2.0
PACKAGE ACQUISITIONS
PREPARED BY: Information Technology REVISED DATE: 02/01/2014
PAGE: 1 of 3
PURPOSE
2.1 The purpose for the Major Software Package Acquisition policy is to define a
consistent methodology in selecting major application vendor software packages. This
policy is in addition to the Purchase and Requisition Policy outlined in the City of
Grapevine's Administrative Policy Manual. All purchases must meet City purchasing
guidelines.
POLICY
2.2 SOFTWARE ACQUISITION
2.2.1 All software purchases and outsourcing arrangements will be coordinated
through Information Technology (IT) with commercially available software
products being used.
2.2.2 To purchase software products, department heads must identify a specific
need for the product. City departments are responsible for justification and
identification of potential savings, increased efficiencies, and benefits to the
citizens of Grapevine. Purchase price and all other expenses associated
with the software system are budgeted by the requesting department. Other
expenses may include, travel for site visits, training City employees as
well as IT staff, and software support maintenance fees.
2.2.3 Vendor software packages should provide the City and with the highest
percentage of identified needs. The city will not ignore the practicality of
software integration. At times it will be more practical to acquire a package
that provides a slightly lower percentage of needs, but is closely integrated
with existing and other required systems.
2.2.4 Acquired packages will be the best available, without regard to computer
hardware, compatible with existing City computer equipment.
�'l3llRl�ll `Y 111CJ-
1' E A S
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT: MAJOR SOFTWARE SECTION: F NUMBER: 2.0
PACKAGE ACQUISITIONS
PREPARED BY: Information Technology REVISED DATE: 02/01/2014
PAGE: 2 of 3
2.3 VENDOR REQUIREMENTS
Vendor software packages should be acquired from a vendor with an established
history of:
2.3.1 Successfully supplying this type of application to municipalities of similar size
and sophistication.
2.3.2 Providing updates and major releases of the package that will operate
without modification.
2.3.3 Providing on-going, responsive, effective, and technical and/or client support
and training.
2.3.4 Interaction with an established "client group" and proof that the vendor
listens and effectively responds to the "group."
2.3.5 The City may elect, on a negotiated basis, to be an "alpha" or"beta"test site.
This would be in isolated cases, and if on the judgement of management, it
is found to be of benefit to the City.
2.3.6 Packages acquired will be based upon vendor history of providing new
releases to ensure the City will benefit from technological changes ortrends.
2.3.7 Vendor source code will be made available. At a minimum, the City requires
the vendor to place source code in escrow to protect the City's investment.
2.3.8 Modifications to packages will be minimized. When necessary, they will be
made in such a way that will not affect the standard packages and any
vendor provided updates. Modifications to the standard package will be
requested of and conducted by, the vendor.
2.3.9 Training will be emphasized. Appropriate City employees and IT personnel
will receive specific oriented training.
CITY OF GRAPEVINE ADMINISTRATIVE POLICY
SUBJECT: MAJOR SOFTWARE SECTION. F NUMBER: 2.0
PACKAGE ACQUISITIONS
PREPARED BY: Information Technology REVISED DATE: 02/01/2014
PAGE: 3 of 3
2.3.10 IT is the primary integrator when the vendor does not integrate software.
2.4 SOFTWARE IMPLEMENTATION
2.4.1 Vendor is to provide consulting services as required to ensure proper
understanding of alternative procedures during implementation.
2.4.2 Vendor is to provide software project management and give direction to
City's project team, which includes appropriate City staff, IT, and vendor
staff members.