Purchase of New Third-Party Software Request

Overview

Use this form to request the purchase of new third-party software.

Typical response time:

5 business days (actual procurement and implementation dependent on complexity and scope of project)

Process:

After you submit your request, MIS will:

Review the request
Reach out for any additional information, as needed
Notify all other administrative departments of the intent to purchase new or replacement software
Determine if the purchase can be made with current year funding or if a request will need to be added during the following year's budget cycle
Schedule demo(s) with relevant vendor(s) to determine required functionality and cost estimate(s)
Formulate an RFP committee composed of employees from: requesting department, MIS, Administration & Finance, and other relevant departments
Draft and publish RFP
Gather bids
Formulate a proposal review committee
Compile vendor scores from proposal review committee
Invite top vendor(s) for a demo/Q&A session regarding their proposal
Select a vendor
Negotiate and finalize contract
Seek approval as to form by Law Department
Submit contract to Common Council
Submit contract to Audit & Control
Encumber funds to pay vendor
Formulate an implementation team
Implement software
Facilitate training on new software for relevant users
Launch software

Provide a description of the software you want to implement
Determine if new software will replace an existing you use
Provide any information on software or vendors you have researched
Provide any quotes (including dollar value) you may have received from any vendors
Provide a business justification/rationale for the purchase of new software
Note any departments that may use the software

Request Service