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HomeMy WebLinkAboutN-810 - Procurement of Technology ResourcesAdministrative Order No. 810 Information Services CITY OF PASCO ADMINISTRATIVE ORDERS Subject: Procurement of Information Technology Resources Revised Approved I. PURPOSE: Initial Effective Date: July 20, 2017 This Administrative Order is issued to establish a policy for the central procurement and implementation of technology resources including hardware, software, and services. II. DEPARTMENTS AFFECTED: All III. ATTACHMENTS: 1. Example Budget Technology Request Form IV. POLICY: The Information Services Division shall be responsible for managing the procurement of all information technology resources. Central procurement allows asset management, interoperability, compliance , risk assessment, and effective support. Cost savings can be achieved through vendor consolidation, hardware and software standardization, volume purchases and utilization of purchasing contracts. Notwithstanding the exceptions provided herein, it is a violation of this policy to procure or otherwise acquire information technology resources outside the centralized procurement process managed by the Information Services Division. Technology resources procured in violation of this policy will not be implemented, installed or us ed on City devices, connected to City networks, or supported by Information Services until a procurement request process is completed and the technology meets Information Services standards and requirements. Information technology resources shall include but are not limited to any hardware, software, or service which is dependent upon or operates on existing City technology, requires network connectivity, licensing, ongoing maintenance, or support b y the Information Services Division. Exceptions : Department Directors and Division Managers may authorize the purchase of technology-related consumables and minor peripherals such as CDs, toner and ink cartridges , keyboards, m ice, USB drives, furniture, keyboard trays , cases, screen protectors and ergonomic accessories as necessary to conduct City business. The City Manager's office or Information Services Manager may authorize exceptions to this policy for short periods of time due to special circumstances such as disasters or other City-wide emergencies where acquisitions of information technology resources may require increased expediency. V. DEFINITIONS : Procurement: Means any method of obtaining new, expanded, or replacement technology including leasing, purchasing, donation, seizures, grants, capital projects, or collaborations with other agencies. Hardware: Computers, Tablets, Laptops, Workstations , Servers, Mobile Devices, Smart Phones, Copiers, Printers, Scanners, Switches, Wireless Access Points, Distributed Control Systems (Security, Fire, Irrigation, Video , Process, Traffic), Monitors, Projectors, Digital Signage, loT (internet of things), or Video/Digital/Security Cameras. Software: Application, System, Enterprise, Department, User, Mobile, Onsite, Hosted, Control , Remote, Free, or Shareware. Services: Cellular, Network, Wi-Fi, Saas (Software as a Service), Wiring, Communication, Phone, Cable, Multimedia, or Internet. VI. PROCEDURE Technology acquisition and implementation will generally fall under one of the following methods, although exceptions may be made as needed by the City Manager 's Office or the Information Services Manager. Regardless of acquisition method, City staff is highly encouraged to work with Information Services early in the selection process to ensure adequate review and justification is completed to ensure timely implementation. Annual Budget Process: Each year during the City-wide budget preparation process, Information Services will provide a Technology Request Form which must be completed by the requestor and approved by the Division Manager and Department Director for each technology item requested . The form shall identify the technology need, staff, initial and ongoing costs, training needs , and other technology dependencies/requirements. The Information Services Manager will review each request for total implementation costs, compatibility with existing technology, IS support capability, and minimum hardware, software, and support standards. The requests will be included with the annual Information Services division budget requests to the City Manager for approval and inclusion in the annual budget process . Upon approval of final budget by City Council, Information Services will work with the requesting department to schedule implementation based on other tasks, projects, goals, and priorities for the current budget year. Administrative Order No. 810 -"Procurement oflnformation Technology Resources" Page 2 Non-Budgeted Requests or Unanticipated Requests: Including new or replacement technology must be requested via email to the Information Services Manager by a Division Manager or Department Director and include justification for the purchase, as well as account numbers to charge for purchase cost. Requestors are responsible for ensuring that funding is available and approved prior to Information Services procuring and implementing. Other Procurement Methods, Including Projects, Grants, and Capital Improvements: Information technology resources required or obtained as a component of a larger project must be coordinated with the Information Services Division during the planning phase to ensure any technology acquisitions or needs are compatible and meet the current standards or requirements of Information Services. Examples of these projects include new facilities, infrastructure upgrades or expansion of existing control systems. Approved: D~ Administrative Order No . 810 -"Procurement oflnformation Technology Resources" Page 3 Attachment A City of Pasco 2018 Technology Request/Review Form Requested By: ____________ _ Department/Division: ___________ _ Manager Approval: __________ _ Director Approval: ____________ _ Reviewed By IS : ______ _ Add to IS or Department Acct#: ___________ _ Requested Item Cost: _____ _ Implementation Costs: _____ _ Annual Costs: ____ _ This form must be used to request the budget and purchase of any technology item. This includes both direct and "indirect" technology purchases. Direct technology purchases include computers, monitors, printers, copiers, software, and phones. "Indirect" technology purchases include any item that requires the use of or needs; IS support or implementation, computer or server installation, network connectivity, phone service, user accounts, or remote vendor access. Requestors should complete as much of the form as possible. Information Services will finalize. Please send requests/reviews to Jesse, in Information Services, no later than July 14, 2017. This allows time for Information Services to review the requests and work with departments for budget inclusion. Please attach any additional information, such as models, brands, or quotes. If you have any questions please contact Jesse Rice, 545-3417 . Managers and Directors must acknowledge/approve all requests. Technology items procured which do not follow the prescribed process may not be allowed access to the City network, resources, or receive IS support. The City Manager reviews all requested items for final inclusion in the budget. Position/Person item requested for: ------------ -Computer (additional laptop or desktop; new function, new position) _Printer (b&w, color, multifunction, large format) _Mobile Device (phone/tablet) _Copier (new, replacement, features needed) _Hardware (scanner, DVD writer, monitor, external storage, anything requiring network connectivity) _ Software Application (Adobe, AutoCad, Photoshop) _Office Phone (new position, new location, new building) Details of Requested Item : (may attach on separate sheet) Justification for Requested Item: (may attach on separate sheet) Attachment A Administrative Order No. 810 -"Procurement of Information Technology Resources" Attachment A Computer Requirements: (Will the item use an existing computer or is a dedicated computer required?) Server Requirements: [Does the item need to run or store data on a server? Can it share space on an existing server (if available), or does it require dedicated server( s )?] Software Licensing: (Additional users, computers, or servers require adding additional licensing for operating systems, office products, antivirus , email accounts, spam protection.) Network Connectivity: [Is sufficient cabling (both onsite and offsite) and network switch port space available?] Network Access/Bandwidth: (Does the item require additional network access speed, or will it affect current processes? Does it require internet connectivity or public access?) Storage Capacity and Backups: (How much data will be created and stored? How often and how long will data need to be backed up to tape or disk?) Records Retention: (Will the new item collect/store/process data that is required to meet the Washington State Record Retention Laws , including search, retrieval, metadata , backups, and future capability?) Department Staffing: (Will the department's existing staffbe able to implement, maintain, and support the item at a "user" level? This includes resolving "user" based issues with the vendor tech support?) IS Staffing: (Does the existing IS staff have the time, ability, or expertise to support and implement the new item?) Training: (Does the new item require department or IS staff training? Is it included, does it require annual training, onsite, offsite, remote? Is it budgeted? Will existing department staff train new users?) ~Annual Maintenanceffech SupportN end or Access Requirements: Attachment A Admini strative Order No. 810 -"Procurement of Information Technolog y Resources"