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!00%x, City of North Olmsted - Part One RFP Background Information 20 XX. Procurement/Evaluation Process and Dates .This sections details the anticipated steps and dates for the procurement process. March 3, 2004 Release Finance RFP to Vendors Only Proposers who request the RFP will receive a copy of the RFP. A ril 2, 2004 RPF Pre-Bid Conference at Ci Hall [not-mandatory] 10:00 am The consultant and the City staff will be available to discuss the RFP and will conduct a tour of the facilities. Proposers are invited to look at the present system, review current report and talk ta existing users. There will be a tour of the City offices. This will be the only opportunity for any Proposer to visit the City or to meet with City employees until after the final short list selection is completed. The Proposer conference will begin at 10:00 a.m. at City offices. The official program should be concluded by noon; however, the consultant and City staff will be available all day to answer any questions or to explain any operations. At the conclusion of the day's activities, all Proposers attending will be sent a copy of all questions with the respective answers. One member of each Proposer's tearn must attend to permit the team to submit a Proposal. Thus if there axe multiple software Proposers, only one Proposer representative is suggested to attend, or only the hardware Proposer can attend. A ril 30t`', 2004 Finance RFPs are Dlle at the Ci Hall noon E.S.T The Proposals will be received by the Finance Department. Short List The consultant and the City evaluation committee will select a short list of Proposers (about three or six) for further evaluation. The short list will be pursued exclusively unless there is justification to add additional Proposers to the list or there is justification to exclude Proposers for further evaluation. The evaluation process will consist of the following concurrent steps: • Software functional analysis and comparison of Proposer Proposals • Raw qualitative data (i.e., hardware comparability) • Raw quantitative data (i.e., hardware/software cost & support hours) • Adjusted qualitative data (BSCA adjustments for accurate compai-ison) • Adjusted quantitative data (BSCA adjustments) • Five year analysis of acquisition, conversion and maintenance costs • Statistical analysis of all proposals • Telephone calls to references • Short list recommendations .? .