FROM:
Innovation & Technology
SUBJECT:
Title
Software and Subscription Policy
End
RECOMMENDATION:
Recommendation
Adopt Resolution No. 2025-046 creating the City of Fontana Software and Subscription Policy.
End
COUNCIL GOALS:
• Operate in a businesslike manner by improving services through the effective use of technology.
• Create and maintain a dynamic team by promoting stability and predictability by providing consistent policy direction.
DISCUSSION:
The City of Fontana, like many modern municipalities, increasingly relies on software systems and cloud-based platforms to conduct daily operations, serve the community, and meet strategic goals. These systems range from productivity and communication tools to specialized applications used in public safety, development services, finance, and administration.
Currently, software procurement practices vary between departments, and there is no formal policy ensuring consistent evaluation, oversight, and alignment with City Innovation and Technology department standards, security requirements, and budgeting protocols.
The proposed policy establishes a standardized process for software and subscription acquisition, regardless of funding source-including general fund, grant-funded, or third-party purchases.
Key elements of the policy include:
• Central IT Review and Approval
Ensures compatibility, supportability, and alignment with cybersecurity and data protection standards (e.g., HIPAA, CJIS, CCPA).
• Procurement and Legal Oversight
Coordinates with the Finance Department and Legal Counsel to assess fiscal impact, contract risk, and compliance with applicable laws.
• Lifecycle Management
Provides a framework for renewals, termination, data portability, and annual review of tools to avoid redundancy and reduce costs.
• Grant and Third-Party Funded Tools
Clarifies that all software, including those acquired through external funding sources (e.g., DOJ grants), must still follow internal IT review procedures.
This policy promotes transparency, risk management, and long-term sustainability of technology investments, while supporting operational needs across departments.
FISCAL IMPACT:
None
MOTION:
Approve staff recommendation.