Software Procurement Guidelines

Overview: 

Requests for software need to be initiated by Division Managers and Department Directors with purchasing authority. This guide outlines the process for requesting the purchase of a software application/licensing. 

Instructions: 

1. DEPT DIRECTOR/DIVISION MANAGER submits an IT Service request for assistance with purchasing software.  

2. IT will schedule a meeting with the requestor to discuss the need(s). Purchasing and Legal may be invited to this meeting based on the need for their services throughout the software procurement process. SOFTWARE REVIEW TEAM – IT DIRECTOR, DEPT ADMIN, OPS MANAGER, CYBER SECURITY MANAGER.  

3. If it is determined that there is an application already in use by the MSB that can meet the needs, steps will be taken to procure additional licenses/modules under the existing software agreement.  

   1. Additional Licenses/Modules: IT ADMIN – will request a quote under the existing agreement and ensure it is co-termed with the fiscal year. Funding source will also be determined, and a PO will be generated. Upon receipt of the PO, IT ADMIN will email it to the vendor and confirm the licenses are added to the MSB instance of the application. The ticket will be routed to the SERVICE DESK for assigning new licenses appropriately. 
   2. If it is determined the procurement of additional licenses and or module(s) requires an amendment to the existing software agreement, IT ADMIN will have it reviewed by LAW. All software agreements should be aligned with the fiscal year. 

4. If it is determined that a new software application not in the current MSB environment is needed, the Open Market Guidelines will be followed: 

5. For software applications that are over $15,000, the procurement process is managed by Purchasing as follows: 

   1. IT & REQUESTOR will finalize the functional requirements document. 

   2. IT ADMIN OR REQUESTING DEPT ADMIN will prepare the Solicitation Requisition form with the funding source information and obtain the following approval signatures: 

      1. Department Director 

      2. Division Manager 

      3. IT/GIS Director 

      4. Comptroller/Assistant Comptroller 

6. IT ADMIN OR REQUESTING DEPT ADMIN will send fully signed Solicitation Request with the Functional Requirements document to Purchasing. 

7. PURCHASING will review the submitted documents and determine the appropriate evaluation criteria with determined PROJECT MANAGER AND THEIR ADMIN and create the draft Solicitation document(s). 

8. The draft Solicitation documents will be sent to IT ADMIN OR REQUESTING DEPT ADMIN and the PROJECT MANAGER for review and final approval prior to advertising. (The criteria weighting will be determined by PURCHASING, IT ADMIN and the PROJECT MANAGER. Final approval will be required prior to the Solicitation being advertised. 

9. Purchasing will advertise the Solicitation and manage the procurement process as follows: 

   1. PURCHASING conducts a preproposal/bid meeting (if applicable) to discuss the software agreement opportunity with interested parties. IT and the REQUESTING DEPARTMENT DIRECTOR/DIVISION MANAGER can be involved in these meetings. 

   2. PURCHASING provides questions received from vendors for answering by IT and/or the PROJECT MANAGER during the Solicitation posting period. 

   3. When the Solicitation posting closes, PURCHASING reviews the received proposals and sends them to the PROPOSAL EVALUATION COMMITTEE for scoring. (Bids are price-based evaluation. Proposals are qualification and price based. Proposals have a Proposal Evaluation Committee formed by Purchasing. IT and the PROJECT MANAGER have input on who the Evaluation Committee members are.) An Evaluation Committee meeting will be set up if it is determined to be necessary. 

   4. Once the scoring is complete, PURCHASING and the PROJECT MANAGER enter negotiations with the selected vendor to negotiate specifics of the agreement and cost if necessary. The LEGAL DIVISION will review the software agreement at this time.  

   5. Once the specifics of the agreement and cost are finalized (to include the legal review process), PURCHASING will send the Recommendation of Award /Intent to Award to the PROJECT MANAGER for signature. 

   6. If the award is $100,000 or more, PURCHASING will prepare the Action Memorandum for ASSEMBLY approval. 

   7. Upon receipt of Assembly approval, the agreement will be signed by both parties and a purchase order will be generated by PURCHASING.