Everything purchasing, legal, and IT will ask for
Buying software for a city is not a checkout page. Here is the paperwork that goes with it, and the routes cities normally take to get there.
What is in the packet
Sent by email, usually within two business days. Ask for the whole packet or just the one document your reviewer is waiting on.
Pricing schedule
The full population-based tier table with annual figures and every add-on, on letterhead and dated, in a form you can attach to a solicitation or a council packet.
Sample contract and terms
Our standard agreement, including data ownership, termination, and what happens to your material when a contract ends, so counsel can redline before anything is signed.
Security documentation
A completed security questionnaire covering encryption, tenant isolation, access control, hosting, and subprocessors — the answers your IT reviewer would otherwise send us a form to collect.
Accessibility conformance
Where the product stands against WCAG 2.1 AA and Section 508, written plainly, including anything not yet conformant rather than only the parts that pass.
Insurance and vendor forms
Certificate of insurance, W-9, and vendor registration details in whatever format your system requires.
Specification language
Draft requirement language you can lift into a request for proposal — describing the capability rather than naming us, so the solicitation stays open and defensible.
Four ways cities buy this
Direct purchase
Under your city's bid threshold, a quote and a purchase order are usually enough. We invoice against the purchase order on your terms — net 30 or net 45.
Formal bid or request for proposal
We respond to solicitations. Send us the document and the deadline; if the specification rules us out we will tell you rather than submit anyway.
Cooperative or piggyback purchasing
If your state or a nearby city already has a vehicle that covers software of this kind, it is often faster than running a new solicitation. Ask and we will look at whether it fits.
One department first
A single-department plan is frequently small enough to sit under the threshold that triggers a bid, and a term with one team produces the usage evidence a citywide budget request needs.
Terms cities usually check first
- Who owns the material
- You do. Your documents and every draft your staff produce remain the city's property.
- Training on your data
- Never. Your material is not used to train any model, ours or anyone else's.
- Contract length
- Annual, with multi-year terms available where a city prefers to lock a rate.
- Renewal
- Nothing renews automatically without written agreement, so a lapsed contract can never generate a bill.
- If you leave
- Export your material, and it is deleted on request. Nothing is held hostage to a renewal.
- Billing
- Prepaid or admin-approved. There is no metered invoice that arrives after the fact.
Your city's data is encrypted, isolated, and never used to train AI
Everything you upload or generate is encrypted in transit with TLS 1.2 or higher and encrypted at rest with AES-256. Each city's content is isolated to its own tenant, so no other organization can read it. Your documents and drafts are never used as training data by us or by our AI providers, and retention periods are set by your administrator.
Tell us what your reviewer needs
If your city has its own security questionnaire, vendor form, or contract template, send it over — we would rather complete yours than ask you to accept ours.