All purchases of computer hardware and software must have prior
approval of the City’s Information Technology (IT) Director
or his designated representative.
Any purchase request submitted directly to Purchasing shall
be returned to the requesting department without further processing.
(Res. 04-12 (§ 15.1), 1-16-12)
The procedures set forth in this chapter shall be followed for
all hardware and software purchases, usage, and installation regardless
of price, including monitors, printers, plotters, scanners, memory
and multi-function cards, co-processor chips, disk drives, backup
units and/or any other device/component which is controlled by computer.
Each department shall be responsible for ensuring no unauthorized
software or programs are installed on their machines by their assigned
personnel. Should an unauthorized installation be discovered on a
department machine by IT personnel, the assigned department head and
the Financial Operations Manager shall be notified by IT.
Only properly licensed software/hardware owned by the City of
Grand Junction may be installed on City-owned machines. All City computer
hardware/software classified as “infrastructure” or “City-wide”
shall be under the jurisdiction of the Information Technology Division.
Any software or browser plug-ins downloaded from the Internet
needed to view, hear or read web pages shall be the responsibility
of the user to install and troubleshoot. Patches, minor updates and
hardware drivers for approved software and hardware may be downloaded
from the Internet.
(Res. 04-12 (§ 15.2), 1-16-12)
(a) The department requesting the purchase shall prepare a computer hardware/software
requisition form which shall be forwarded to the IT Manager by e-mail
or hard copy. The requisition shall state the reason/need for the
item, item description including system requirements, estimated costs,
possible vendors and applicable accounting information.
(b) The IT Manager or his designated representative shall evaluate the
request. Routine items that are department specific for which no IT
support is being requested can be authorized by the IT Manager.
(c) Hardware and software items that affect more than one department,
the City-wide or infrastructure systems, significant upgrades or version
changes to existing software or items for which technical support
is being requested must be approved by the IT Manager. The IT Manager
can approve the request, approve an alternative purchase and/or arrange
a meeting with the department involved to discuss the request.
(d) Approved purchases under $5,000 shall be returned to the requesting
department for purchase with a recommended vendor. Purchase requests
of $5,000 or more shall be the responsibility of the IT Manager who
shall follow the procurement rules and regulations as set forth herein.
(e) “Sole Source” Computer Equipment Acquisition.
Purchases which would, because of dollar amount, require a bid procedure, but for which it is deemed not in the City’s interest to seek bids (because of the need to standardize equipment and/or provide equipment which fits within current maintenance/service policy), shall be so marked upon forwarding to IT Manager. Such purchase requests must meet City guidelines for sole source procurement (See Chapter
41.56 GJMC). Sole source computer related purchases shall be justified in writing by the IT Manager.
(Res. 04-12 (§ 15.3), 1-16-12)