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City of Santa Ana - LMS Procurement Services ■ Procurement Approach & Timeline ■ Conduct Project -kick-off and follow-up meetings with City staff team RFP Document Documentation of Current -State Inventory of SAPIN including User, Case Types, Fees, Reports, and Integrations PCG will participate in working sessions with staff team members to identify required current -state inventory of SAPIN functional requirements / data. PCG will develop a template that will capture and manage these details including users, case types, fees, reports, integrations, and technical requirements. This will ensure that all required current SAPIN functionality / data are retained and defined to be scoped in the new LMS. PCG will conduct reviews of data populated by staff in the SAPIN Inventory document. Documentation of Future -State Inventory of desired LMS capabilities PCG will participate in working sessions with staff team members to identify desired future - state capabilities. PCG will develop a template that will capture and manage these details including integrations, modules, automated scripts, and application extensions (mobile, online, IVR, etc.). This will ensure that all desired future -state capabilities of SAPIN are defined to be scoped in the new LMS. PCG will conduct reviews of the Future -State Inventory document. SAPIN Video Demo Preparation PCG will participate in working sessions with staff team members to identify critical current - state SAPIN functionality and capabilities to be delivered in the new LMS. After these are confirmed, PCG will work closely with staff that will record and narrate the SAPIN functionality into screen -captured video demo recordings. These files will be provided to PCG and PCG will review for completeness and add required context and details to the RFP Document. This will ensure that all critical SAPIN capabilities are retained and defined to be scoped in the new LMS. RFP Draft Preparation PCG will prepare a draft RFP for review by the City. PCG will utilize a preferred existing RFP template and modify to meet the objectives of the LMS procurement. PCG will conduct a review of the City template and incorporate additional LMS RFP document leading practices. If required, PCG will meet with the City's staff team, purchasing, and legal staff to verify RFP terms and conditions. The RFP will be initially drafted by PCG and further reviewed with staff for inputs for all sections including purpose, scope of work, evaluation criteria, timeline, submission requirements and templates, current environment, business and operations metrics (i.e. number of users, operational stats, etc.), current -state and future -state inventory, and communication and response process. RFP Scoring ! Evaluation Criteria PCG will prepare a draft RFP Scoring / Evaluation approach for review by the City. PCG will incorporate the desired phased scoring approach of an initial written / video demo evaluation to establish a short-list of 3-4 desired vendors to move forward in the process, then an evaluation of the short-listed vendors to a finalist. PCG will work with the City to establish the desired categories and score weighting through the process. The deliverables will include scoring sheets for each scorer for each phase of the procurement process and an aggregated scoring sheet to track each evaluation phase.