GOVERNMENT FINANCE OFFICERS 1-2006

Home Browse Search

usually consist of between 5 and 11 members depending on the size and complexity of the organization. It is suggested that the City's Project Manager serve as Chairperson for this team. During Phase II, evaluation team members are responsible for evaluating all proposals received, attending all demonstration sessions, analyzing client reference reports, and ultimately making a recommendation of finalist vendors per the Proposal Evaluation Plan. Deliverables. The steps are outlined below describe the services provided to the City by the GFOA during the vendor evaluation portion of our engagement. I. Proposal Evaluation Plan. The GFOA will develop a systematic Evaluation Plan document to be followed by members of your evaluation team. This plan will be completed before the opening of the proposals. It includes a project timeline for the evaluation team and provides the City evaluation team with a "roadmap" to conduct evaluations. Deliverable: Proposal Evaluation Plan 2. Proposal Analysis. GFOA will provide a framework to the City for assessing the major strengths and weaknesses of each of the responses to the RFP. The focus will be on costs, proposed implementation and training methodologies/plans, experience of the software and implementation firm, and identification of risk facts. GFOA will work with the City in identifying the key issues for each proposal. We will also provide a methodology that enables the City to create an analysis that provides equivalent comparisons and outlines opportunities for cost reduction and risk areas that should be addressed during Statement of Work (SOW) development and contract negotiations. We will direct the City on analyzing vendor responses to the detailed requirements by module. Finally, we will assist the City compare the stated ability of each software product to fit the needs of the City and the potential gaps in functionality that may have to be custom developed. Deliverable: Proposal Analysis Template and Facilitate the Development of Proposal Analysis Summary Report/Fit-Gap Requirements Analysis 3. Vendor Demonstration Scripts/Demonstration Evaluation Tool. The GFOA will develop demonstration scripts to guide vendor presentations, based on interviews with government staff, RFP requirements, and GFOA's knowledge of best business practices. In addition, GFOA will prepare an evaluation booklet for members of your evaluation team to use during vendor software demonstrations. Two Deliverables: Software Demonstration Scripts and Software Demonstration Evaluation Booklet 4. Software & Implementation Firm Reference Checks. GFOA will provide a standard questionnaire for City staff for conducting in-depth interviews by phone for each of the vendors invited to perform product demonstrations. Additionally, GFOA will provide an overview of how best to use the questionnaire and helpful hints to City staff conducting the interviews. Interview questions include project information such as project timeliness and performance against budget, as well as the effectiveness of the implementer in installing best practices and how the new system has enhanced organizational performance. Deliverable: Software Firm! Implementation Firm References Questionnaire 5. Staffing Vendor Demonstration Presentations. GFOA's recommended approach (assumed in the fixed price) is to short-list no more than three vendors/vendor teams for on-site demonstrations. A GFOA team member will attend up to three software vendor Government Finance Officers Association 10 of] 5 QBCHI\3890IO.6