12-14-1983 Council Agenda - Laserfiche WebLink

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4. An improved service bureau system, 5. A combination of one or more of the above. The total cost of each alternative will be estimated, including, where possible, both direct and indirect costs. These costs will, of course, be estimates since final costs can only be determined after vendor proposals are received in Phase III. Phase II also includes an analysis of the benefits of each alternative. In each case this will include the tangible benefits such as direct cost savings and the intangible benefits that result from providing better information to the right people at the right time. These include such as things as the ability to handle larger transaction volumes with the same staff, more detailed reports available on demand, and improved information about recreation programs. The end product of Phase II will be a presentation of the relative benefits of each alternative and a recommended course of action. At this time you will have enough information to decide which course of action is best for the city. Phase III - Select Processing Alternatives Phase III includes the following steps: 1. Identify potential vendors, 2. Prepare a Request for Proposal for the vendors, 3. Evaluate proposals received from the vendors, 4. Recommend the top vendors for further evaluation, 5. Assist you in the final selection of a vendor, 6. Analyze your financial investment, 7. Draft a vendor agreement for subsequent negotiation. Phase IV - Convert to the New System Once the appropriate system is chosen, the conversion must be managed properly to achieve the full benefits identified in the requirements analysis. If you so desire, we will assist you throughout the conversion to the new system, working in conjunction with your management team and the vendor. The primary focus of Phase IV is project control. This includes: 1. Negotiate a final contract with the selected vendor, 39