HomeMy WebLinkAboutPROCUREMENT SOP #02 - Technology Hardware Software or Service Agreements and RenewalsRevision March 2023 Staff Contact: Finance Administrator Kari Roller
PROCUREMENT SOP #02
Technology Hardware, Software
or Service Agreements and Renewals
1. Applicability:
New agreements or renewals of current technology hardware, software, or service agreements,
including annual service/license renewal agreements. For the higher “renewal” approval authority to
apply without city council approval, the contract must be renewing the terms of an ongoing
agreement that was previously approved by city council with substantially the same terms and for
which budgeted funds are available.
2. Process:
• Contact the client technology services & support team prior to purchasing any computer
peripherals such as mice, keyboards, monitors, etc.
• Contact your department’s business systems analyst in the IT division for all technology hardware,
software, or service and licensing agreements. IT will be the project manager and you must
consult with IT prior to beginning the solicitation process for new technology hardware, software,
or service and licensing agreements. A flexible process is authorized for these purchases.
• Alternatively, project managers (department business systems analyst) along with the
department may use the RFP/RFQ/SOQ process outlined in procurement policy SOP #04 to solicit
new technology-related purchases. Renewals should be negotiated per the underlying
agreement.
3. Signature and Approval Authority:
Dollar Amount: - NEW Signing Authority
Under $50,000 Administrator
$50,000 - $100,000 Mayor
Over $100,000 City council approves, mayor signs
Dollar Amount: - RENEWALS Signing Authority
Under $50,000 Administrator
$50,000 - $250,000 Mayor
Over $250,000 City council approves, mayor signs