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Council approves intranet RFP with added license protections for city software
Summary
Council awarded the city intranet/SharePoint RFP and directed the city attorney to add contract language ensuring any vendor-supplied software components would be delivered with a perpetual, irrevocable, royalty-free license to the city.
The council voted unanimously on April 20 to award a request-for-proposals contract to replace the city’s intranet and SharePoint sites, with a late amendment clarifying software license protections.
Staff explained the award would modernize internal SharePoint sites for staff and a separate, CJIS-compliant site for police. Council member Alan Ott expressed concern about vendor-supplied third-party software that might later impose subscription or licensing fees. Ott asked the city attorney to add contract language requiring that any software included by the vendor be delivered to the city under a perpetual, irrevocable, royalty-free, fully paid-up license so the city would not face future third-party fee obligations.
City Attorney (Mister Vose) said the procurement as scoped was primarily an implementation of Microsoft-based services but that implementation sometimes introduces third-party tools; he and staff agreed to add language clarifying the city’s license rights. Council approved the resolution and the attorney will revise the agreement to add the license protection language before final execution.
What’s next: the city attorney will revise the agreement to include the perpetual-license language and staff will finalize the contract and proceed with implementation subject to CJIS and procurement requirements.
