R2002-106 AUTHORIZING AGREEMENT - Laserfiche WebLink

Home Browse Search

CITY OF DECATUR PROPOSAL TO PROVIDE CONSULTING SERVICES Phase Seven: Vendor Demonstrations 9. Assemble vendor evaluation materials to be used by City personnel to assess the vendors during demonstrations. These materials include a Vendor Evaluation Form containing various categories of vendor performance. The categories will be rated by each City participant relative to the vendors' capabilities. 10. Prepare for and conduct a meeting with City personnel who will attend the vendor presentations. Distribute Vendor Evaluation Forms and instructions to participants. Address any issues and concerns. 11. Facilitate three (3) vendor full product demonstrations. Confirm instructions and use of evaluation forms by City participants. Assure that vendors adhere to demonstration scripts. Check off script items as addressed. 12. After each day of presentation, hold a debriefing meeting with City participants to collect evaluation forms and obtain comments and impressions. 13. Tabulate the results of the Demonstration Evaluation Forms. 14. Prepare for and conduct a meeting with the Steering Committee to review the results of the full product demonstrations and make a selection. Group 1 recommends that the City select both a finalist vendor and a"first runner-up," in order to provide a fallback position if an acceptable contract cannot be negotiated with the finalist vendor. Total Phase Seven: Vendor Demonstrations 100 Hours $17,500 Phase Eigh#: Issue Defini#ie�n 1�lssembly � Dis#ribution - 15. Assemble the recommended business process, Software Features Checklists, and pertinent materials collected in the preceding phases from twelve (12)to sixteen (16) . applications to be acquired. Amend features checklist based on results of the three (3)vendor demonstrations,where appropriate. 16. Draft the Issues Definition document. The purpose of the Issues Definition is similar to a Request for Proposal, in that the purpose is to obtain qualitative information from the finalist vendor. Due to the accelerated timeframe chosen by the City, this is an abbreviated document, designed to present the finalist vendor with an opportunity to demonstrate his understanding of the City's requirements as defined and discussed in Phase Seven, Vendor Demonstrations. The following kinds of items appear in the Issues Definition document: ■ Software Requirements Checklist: an abbreviated version containing the significant functional application specifications of the systems. ■ Approaches Questionnaire: describing software features where simple yes or no checklist answers do not provide the City with sufficient information to determine the functionality of the software to match the City's business process requirements. ■ Cost Information Charts: detailing extended quantity price totals. �GROUP 1 RESOURCES, INC PAGE 2 OF 5