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Contract Award for Finance <br />And Utility Billing Software <br />March 3, 2008 <br />Page 3 of 5 <br />clients, and ultimately selected the Lawson/Systems & Software, Inc. <br />partnered proposal for recommendation. The key consideration for the <br />selection is the flexibility and capabilities of the software. The <br />product provides the ability to access real time information, <br />electronically manage business processes, simplify audit trails for all <br />transactions, provide on-line access for customers, as well as provide <br />employee self-service access to benefits and other personnel information. <br />With input from GFOA, staff underwent contract negotiations to develop <br />the Statement of Work (SOW) with Lawson/Systems & Software, Inc. from <br />October 2007 through February 2008. The SOW outlines the implementation <br />process, the responsibilities of the City and the vendors, and provides <br />milestones for deliverables and payments. <br />With Council approval, the software conversion project will launch on <br />March 10, 2008 and is expected to be completed in approximately 22 <br />months, with each module scheduled to begin and complete at varying <br />times. The implementation requires the vendor and the City to each <br />provide 50$ of the time and effort needed to make the project successful. <br />To accommodate the workload associated with such a large project, staff <br />recommends extending the GFOA contract for project management advisory <br />services and hiring temporary help to provide backfill for identified <br />full-time staff. This will allow staff to devote their energies to the <br />proper development, testing and implementation of the software. As each <br />module is introduced and a needs assessment is developed, needed backfill <br />will be identified and agreements with qualified temporary employment <br />agencies will be developed for Council approval. The length of each <br />backfill assignment will be linked to the specific module implementation <br />plan and timeline. Upon completion of the specific module, full-time <br />staff will assume their normal functions. <br />The total cost of the project encompasses software licenses; <br />implementation and training costs; one-year annual maintenance for both <br />Lawson Software and Systems & Software, Inc.; and a contingency of <br />approximately 7~. Contingency funds will primarily address items that <br />are unknown to both parties. The majority of the funds for the project <br />will be lease financed through a master lease agreement with SunTrust <br />Bank. <br />25C-3 <br />