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<!DOCTYPE html>
<html>
<head>
<meta charset="utf-8" />
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<div class="x3d-contracting screen">
<header class="header-xqOeb2">
<div class="content-Nt3ujl content">
<a href="https://publiccode.net/" target="_blank">
<div class="logo-title-agocF5 logo-title">
<img class="logo-symbol" src="img/[email protected]" alt="logo symbol" />
<div class="foundation-for-public-code valign-text-middle mulish-bold-black-27px">
Foundation for Public Code
</div>
</div></a
>
<div class="navigation-agocF5">
<div class="links-lGZQRW links">
<a href="https://publiccode.net/codebase-stewardship/" target="_blank"
><div class="stewardship-Fc5n5h mulish-normal-black-15px">Codebases</div> </a
><a href="https://projects.publiccode.net/" target="_blank"
><div class="resources-Fc5n5h mulish-normal-black-15px">Resources</div> </a
><a href="https://publiccode.net/team/" target="_blank"
><div class="who-we-are-Fc5n5h mulish-normal-black-15px">Who we are</div> </a
><a href="https://about.publiccode.net/CONTRIBUTING.html" target="_blank"
><div class="join-us-Fc5n5h mulish-normal-black-15px">Join us</div>
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<a href="https://floss.social/@publiccode" target="_blank"
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</a>
</div>
</div>
</div>
</header>
<h1 class="title-xqOeb2 title titlepage">Process code for software procurement</h1>
<div class="main-frame-xqOeb2">
<div class="content-t8QTtU content">
<div class="intro-WINxyX">
<div class="titlepage-KVDYOs"><div class="page-title-CmH76u titlepage">3d. Contracting</div></div>
<div class="content-KVDYOs content">
<p class="this-section-will-help-you-NegfB0 mulish-bold-black-16px">This section will help you:</p>
<div class="cluster-NegfB0 cluster">
<article class="goal">
<img class="icongoal-xkGTWg icongoal" src="img/[email protected]" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Cover the city’s liability and ensure that vendors are accountable for performance
</p>
</article>
<article class="goal">
<img class="icongoal-h9DV2J icongoal" src="img/[email protected]" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Ensure the integrity of a working relationship during the development process
</p>
</article>
<article class="goal">
<img class="icongoal-StVyzi icongoal" src="img/[email protected]" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Establish an effective development process and working relationship
</p>
</article>
</div>
</div>
</div>
<div class="challenges-WINxyX">
<div class="titlesubsection"><div class="subsection-title titlesection">Common challenges</div></div>
<p class="you-may-encounter-th-5ZPOua body">
<span class="span0-CTscqw body"
>You may encounter these frictions as you do the work of contracting. These are challenges the </span
><span class="span1-CTscqw bodylink">Recommended actions</span
><span class="span2-CTscqw body">
are designed to solve, or that may arise as you take those actions.
</span>
</p>
<div class="challenge">
<img class="iconchallenge" src="img/[email protected]" alt="icon.challenge" />
<div class="content-uIzhB9 content">
<p class="title-RuSdKc title mulish-bold-black-16px">Legacy language or contract requirements</p>
<p class="lorem-ipsum-RuSdKc lorem-ipsum detail">
Outdated clauses can conflict with the project scope or impede an effective development
process—particularly in the case of agile software development.
</p>
</div>
</div>
<div class="challenge">
<img class="iconchallenge" src="img/[email protected]" alt="icon.challenge" />
<div class="content-WTQGX7 content">
<div class="title-CdoAcP title mulish-bold-black-16px">Insufficient technical specifications</div>
<p class="lorem-ipsum-CdoAcP lorem-ipsum detail">
If a contract does not clearly spell out the city’s expectations, there can be downstream issues with,
for example, ownership, privacy, security, adaptation, and monetization. If the city does not have
technical standards, use well-accepted national or international standards.
</p>
</div>
</div>
<div class="challenge">
<img class="iconchallenge" src="img/[email protected]" alt="icon.challenge" />
<div class="content-yaTPAn content">
<div class="title-2SmVx4 title mulish-bold-black-16px">Insufficient resourcing</div>
<p class="lorem-ipsum-2SmVx4 lorem-ipsum detail">
Software development should be a collaborative process—internally and with the vendor. Make sure that
staff have sufficient time to contribute and understand expectations.
</p>
</div>
</div>
</div>
<div class="actions-WINxyX">
<div class="titlesubsection"><div class="subsection-title titlesection">Recommended actions</div></div>
<div class="frame-142-xSEmjM">
<p class="x1-incorporating-non-TUnpNk titlesubsection">
1. Incorporating non-negotiable legal requirements
</p>
<div class="flex-container-2015726-TUnpNk">
<div class="text0-2015726-xZRDjt body">
<span class="span0-TTQlvT body"
>Contracts should lay a legal foundation for project development and delivery. Most cities have
legal counsel and precedent contracts which include ‘terms of contract’—however, those terms may
directly conflict with your objectives or process (for example, making agile development
impossible).<br
/></span>
</div>
<div class="text1-2015726-xZRDjt body">
<span class="span1-3QYrX3 body"
>You will need to determine which requirements are non-negotiable and which are flexible. For
software procurement in particular, the following action and guidelines are important.</span
>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-bSV7kP content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Review standard terms of contract provided by the legal department
</p>
<p class="lorem-ipsum-ezhCPn lorem-ipsum detail">
Identify specific points that conflict with your intended process or objectives.
</p>
</div>
</div>
<div class="guidelinessolo">
<div class="title-MVR40w title">
<img class="iconguidelines" src="img/[email protected]" alt="icon.guidelines" />
<div class="guidelines mulish-bold-black-16px">Favorable contract requirements</div>
<img class="arrowdown-6BAKrE arrowdown" src="img/[email protected]" alt="arrow.down" />
</div>
<div class="flex-container-i21174732117085-MVR40w">
<div class="text0-i21174732117085-o4D8zC detail">
<span class="span0-09ABc2 detail"
>Include dispute resolution protocols. Specify that disputes will be resolved under the
jurisdiction of local courts. In the event of a dispute, the agreed contract will take precedence
over the vendor’s norms or standard license templates. If software is open source, the OSS license
will hold.<br
/></span>
</div>
<div class="text1-i21174732117085-o4D8zC detail">
<span class="span1-Efitd7 detail"
>Specify that suppliers must have ownership or legal right to use the software, equipment and
tools they use in the course of the contract.<br
/></span>
</div>
<div class="text2-i21174732117085-o4D8zC detail">
<span class="span2-bdz7wB detail"
>Specify that documents, software, data, and knowledge produced in the course of the contract are
the sole property of the city.</span
>
</div>
</div>
</div>
</div>
<div class="frame-143-xSEmjM">
<p class="x2-working-with-technical-requirements-D376b8 titlesubsection">
2. Working with technical requirements
</p>
<p class="your-market-research-D376b8 body">
Your market research revealed industry technical standards, your RFP included technical requirements,
and your evaluation included feedback from a technical committee. Together, these are a good starting
point for the requirements you include in the contract.
</p>
<div class="action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-agxx1j content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Include technical expectations and standards in the contract
</p>
<div class="lorem-ipsum-EbFf5T lorem-ipsum mulish-normal-black-14px">(see guidelines below)</div>
</div>
</div>
<div class="guidelinessolo">
<div class="title-I4BZFd title">
<img class="iconguidelines" src="img/[email protected]" alt="icon.guidelines" />
<div class="guidelines mulish-bold-black-16px">Guidelines</div>
<img class="arrowdown-1TNofg arrowdown" src="img/[email protected]" alt="arrow.down" />
</div>
<div class="flex-container-i21174882117085-I4BZFd">
<div class="text0-i21174882117085-HnN1ny detail">
<span class="span0-Q3es6u detail"
>Tend toward hosting private citizen information and public sector data on city servers.<br
/></span>
</div>
<div class="text1-i21174882117085-HnN1ny detail">
<span class="span1-xiN74y detail"
>Specify that data may not be accessed, sold, or shared without the written permission of the
city.<br
/></span>
</div>
<div class="text2-i21174882117085-HnN1ny detail">
<span class="span2-fLvzmP detail"
>Public money = public code. If it is a custom software development project, release the code
under an open license. This promotes further use and development, reduces contract handcuffs, and
prevents giving a competitive edge to the vendor with taxpayer money.<br
/></span>
</div>
<div class="text3-i21174882117085-HnN1ny detail">
<span class="span3-gqVZkm detail"
>Promote interoperability with software already in use at the city, and other modules that are
part of the project.</span
>
</div>
</div>
</div>
</div>
<div class="frame-144-xSEmjM">
<p class="x3-fostering-good-working-relationships-hXQEtU titlesubsection">
3. Fostering good working relationships
</p>
<div class="group-208-hXQEtU">
<div class="group-207-19qSS6">
<div class="group-206-zQlqAS">
<div class="group-205-flA3OL">
<div class="group-204-TrxGUz">
<div class="group-203-yNn1EC">
<div class="group-202-8nQv0W">
<p class="contracts-are-not-th-awQZlI body">
Contracts are not the end of a procurement process—the success of the project will depend
on how well the city collaborates with the vendor. A good working dynamic will reduce
errors based on miscommunication, speed up development, and improve outcomes. It will also
build alignment between municipal staff and agencies who will be responsible for the
software.
</p>
</div>
</div>
</div>
</div>
</div>
</div>
</div>
<div class="action">
<div class="iconknowledge-9xoZcc">
<div class="bulb-PuQOih">
<img class="union-edyyUM" src="img/[email protected]" alt="Union" />
<img class="group-194-edyyUM" src="img/[email protected]" alt="Group 194" />
<img class="line-48-edyyUM" src="img/[email protected]" alt="Line 48" />
</div>
</div>
<div class="content-9xoZcc content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
The development team depends on you for quick, clear decision-making
</p>
<p class="lorem-ipsum-9nSJfj lorem-ipsum detail">
The more effective your internal process for reviewing progress and providing feedback is, the more
effective the software development process will be.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-Ok2D13 content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Identify a primary contact (product owner) to liaise with the development team
</p>
<p class="lorem-ipsum-6C645m lorem-ipsum detail">
<span class="span0-vhiA09 detail"
>That person will be responsible for aggregating feedback from all internal stakeholders who are
involved. You may find it helpful to assign your colleagues responsibilities using the DARCI
framework: </span
><span class="span1-vhiA09 titlesubsection-p">Decision-maker</span
><span class="span2-vhiA09 detail">, </span
><span class="span3-vhiA09 titlesubsection-p">Accountable</span
><span class="span4-vhiA09 detail">, </span
><span class="span5-vhiA09 titlesubsection-p">Responsible</span
><span class="span6-vhiA09 detail">, </span
><span class="span7-vhiA09 titlesubsection-p">Consulted</span
><span class="span8-vhiA09 detail">, </span
><span class="span9-vhiA09 titlesubsection-p">Informed</span>
</p>
</div>
</div>
<div class="guidelinessolo">
<div class="title-Fr0PWV title">
<img class="iconguidelines" src="img/[email protected]" alt="icon.guidelines" />
<div class="guidelines mulish-bold-black-16px">Guidelines</div>
<img class="arrowdown-6ltFRW arrowdown" src="img/[email protected]" alt="arrow.down" />
</div>
<div class="flex-container-i21175032117085-Fr0PWV">
<div class="text0-i21175032117085-TNjmCb detail">
<span class="span0-cMpIUs detail">The product owner </span
><span class="span1-cMpIUs mulish-normal-black-14px"
>(as well as other key stakeholders, as needed)</span
><span class="span2-cMpIUs detail"> should attend sprint planning and review meetings.<br /></span>
</div>
<div class="text1-i21175032117085-TNjmCb detail">
<span class="span3-hHqYkL detail"
>The product owner should work to answer questions within the municipality and secure buy-in to
facilitate the long term implementation and maintenance of software.<br
/></span>
</div>
<div class="text2-i21175032117085-TNjmCb detail">
<span class="span4-ai9iaz detail"
>Make sure that city staff has time to contribute to the process and are aware of the important
role that they can fill: co-designing sprints, giving feedback, adding or subtracting features,
and sharing insights about day-to-day usability.</span
>
</div>
</div>
</div>
</div>
</div>
<div class="outcomes-WINxyX">
<div class="titlesubsection"><div class="subsection-title titlesection">Takeaways</div></div>
<div class="cluster-fmAXCI cluster">
<p class="create-or-complete-t-80vuc5 body">
Create or complete the following outputs before moving on to the next step.
</p>
<div class="goals-80vuc5">
<article class="outcome">
<div class="icongoal-Qa57Ul icongoal">
<div class="v2">
<img class="gear-2" src="img/[email protected]" alt="gear 2" />
<img class="arrow-2" src="img/[email protected]" alt="arrow 2" />
</div>
</div>
<p class="this-is-an-outcome-t mulish-semi-bold-royal-blue-16px">Contract with the winning vendor</p>
</article>
<article class="outcome">
<div class="icongoal-CQJ9pj icongoal">
<div class="v2">
<img class="gear-2" src="img/[email protected]" alt="gear 2" />
<img class="arrow-2" src="img/[email protected]" alt="arrow 2" />
</div>
</div>
<p class="this-is-an-outcome-t mulish-semi-bold-royal-blue-16px">
Internal alignment on the project plan and internal working group as needed
</p>
</article>
</div>
</div>
</div>
<div class="references-WINxyX">
<div class="titlesubsection"><div class="subsection-title titlesection">Further reading</div></div>
<div class="frame-140-uL8Agw">
<article class="reference">
<div class="number"><div class="x1 body">1.</div></div>
<div class="content-dxgNSW content">
<div class="frame-163"><div class="source-name subtext">City of Boston</div></div>
<a
href="https://drive.google.com/drive/folders/0B2quxBDYiO5CMUlxRWhLM3FISlE?resourcekey=0-8qtC80gx00lIyxjn6e48zw&usp=sharing"
target="_blank"
><div class="link-title-here mulish-bold-azure-radiance-16px">Procurement Reform Resources</div>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">2.</div></div>
<div class="content-b17ehk content">
<div class="frame-163"><div class="source-name subtext">Fossa</div></div>
<a href="https://fossa.com/blog/open-source-licenses-101-mit-license/" target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">
Open Source Software Licenses 101: The MIT License
</p>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">3.</div></div>
<div class="content-ZbyFTN content">
<div class="frame-163"><div class="source-name subtext">FairMarkit</div></div>
<a
href="https://www.fairmarkit.com/blog/procurement-contract-management-best-practices"
target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">
Procurement Contract Management Best Practices
</p>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">3.</div></div>
<div class="content-npcxQR content">
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