CONTRACT TO PROVIDE SOFTWARE EVALUATION CONSULTING SERVICESCONTRACT
THIS CONTRACT, entered into this I- day of Ccfo 6e;
2015, by and between the CITY OF CLEARWATER, a Florida municipal
corporation, hereinafter referred to as "City, " P.O. Box 4748, Clearwater, Florida
33758 and SoftResources, a Washington LLC, hereinafter referred to as
"SoftResources" 11411 NE 124th St, Suite 270, Kirkland, WA 98034
WHEREAS, the City desires consulting services to conduct an ERP
Needs Assessment and assist with selection of an ERP solution to replace the
current Ross Systems (Aptean) software in use at the City.
and
WHEREAS, SoftResources agrees to provide software evaluation
consulting services as outlined in the Scope of Work;
NOW THEREFORE, in consideration of the promises stated herein, the
City and SoftResources mutually agree as follows:
1. SCOPE OF PROJECT.
SoftResources agrees to provide software evaluation services under the
terms and conditions set forth in Request for Proposal (RFP) No.55 -15,
Financial Systems Consultant Services, and SoftResources response
dated July 22, 2015, and described in attached Exhibit A — Scope of
Work. The following amendments are included in the terms and conditions
for RFP No. 55 -15:
S. 18 Remedies. - b. Delete this paragraph.
S. 25 Indemnification /Liability — a. Add the following: Notwithstanding the
above for Professional Liability ONLY (Errors and Omissions for the
written reports and verbal counsel provided by Contractor) total liability
shall be limited to the amount paid by City to Contractor for this scope of
work and project.
S. 27 The City's Right to Recover Against Third Parties — Add the
following: "... including reasonable assistance in the prosecution...
S. 29 Ownership — Add the following: Notwithstanding the above, any
tools, templates, reports, and documents developed independently of this
project and used with many clients remains the property of the Contractor.
5. Insurance Requirements — e. Cyber Liability — Delete this paragraph as
it does not apply to the services in this project.
5. Insurance Requirements — Other Insurance Provisions — e. Add the
following: Notwithstanding the above for Professional Liability ONLY
(Errors and Omissions for the written reports and verbal counsel provided
by Contractor) total liability shall be limited to the amount paid by City to
Contractor for this scope of work and project.
2. TIME OF PERFORMANCE.
The initial Contract Term shall commence October 2015 and end
December 2016 with a renewal option by the City.
3. COMPENSATION.
The City will pay SoftResources a sum not to exceed $125,000 as
described in attached Exhibit B — Fee Schedule, inclusive of all reasonable and
necessary direct expenses. The City may, from time to time, require changes in
the scope of the project of SoftResources to be performed hereunder. Such
changes, including any increase or decrease in the amount of SoftResources
compensation and changes in the terms of this Contract which are mutually
agreed upon by and between City and SoftResources shall be effective when
incorporated in written amendment to this Contract.
4. METHOD OF PAYMENT.
Page 2 of 18
SoftResources invoices shall be submitted to the City for approval for
payment on a Net 30 basis. The City agrees to pay after approval under the
terms of the Florida Prompt Payment Act F.S. 218.70.
The City's performance and obligation to pay under this Contract is
contingent upon an annual appropriation of the City's budget.
5. NOTICES AND CHANGES OF ADDRESS.
Any notice required or permitted to be given by the provisions of this
Contract shall be conclusively deemed to have been received by a party hereto
on the date it is hand delivered to such party at the address indicated below (or
at such other address as such party shall specify to the other party in writing), or
if sent by registered or certified mail (postage prepaid) on the fifth (5th) business
day after the day on which such notice is mailed and properly addressed.
Soft Resources
Spencer Arnesen
Name
Principal
Title
11411 NE 124th St, Suite 270
Kirkland, WA 98034
Address
425 - 216 -4030
Telephone #
425 - 968 -4131
Facsimile #
6. TERMINATION OF CONTRACT.
Page 3 of 18
City of Clearwater
Daniel Mayer
Name
Information Technology
Director
Title
P.O. Box 4748
Clearwater, Florida 33758
727 - 562 -4662
Telephone #
727 - 562 -4740
Facsimile #
Termination by the City is pursuant to RFP No. 55 -15 Terms and
Conditions.
7. INDEMNIFICATION AND INSURANCE.
SoftResources agrees to comply with all terms, provisions, and
requirements contained in RFP No. 55 -15 Financial Systems Consultant
Services, made a part hereof as if said document were fully set forth at length
herein. Except for the amendments noted in 1. Scope of Project.
8. PROPRIETARY MATERIALS.
Upon termination of this Contract, SoftResources shall transfer, assign
and make available to City or its representatives all property and materials
in SoftResources possession belonging to or paid for by the City.
9. INTERESTS OF PARTIES.
Soft Resources covenants that its officers, employees and shareholders
have no interest and shall not acquire any interest, direct or indirect, which
would conflict in any manner or degree with the performance and /or
provision of services required under the terms and conditions of this
Contract.
10. CONFORMANCE WITH LAWS.
SoftResources agrees to comply with all applicable federal, state and local
laws during the life of this Contract.
11. ATTORNEY FEES.
In the event that either party seeks to enforce this Contract through
Page 4 of 18
attorneys at law, then the parties agree that each party shall bear its own
attorney fees and costs.
12. GOVERNING LAW AND VENUE.
The laws of the State of Florida shall govern this Contract, and any action
brought by either party shall lie in Pinellas County, Florida.
IN WITNESS WHEREOF, the parties hereto have executed this Contract
as of the date set forth above.
(If approved by Commission)
CITY OF CLEARWATER, FLORIDA
Countersigned:
cam' kc•Nc t.
George N. Cretekos
Mayor
Appr.ved
('ame) Mat ew Smith
Assistant City Attorney
Attest:
Name:
Secretary
By:
cJau...KW.u.ss
William B. Horne II
City Manager
Attest: �1
Rosemarie CaII
City Clerk
SoftResources LLC
By:
Print Nam . SDe-hc.c,+% f}I e4.
Title: Pri ✓lc ; eat
(If approved by the City Manager)
CITY OF CLEARWATER, FLORIDA
By:
Page 5 of 18
William B. Horne 11
Approv_. as
(Na' e Matthe' Smith
Assistant City Attorney
Attes
L `,n6
int Name: risti Ke t�G�Yliain
Secretary
City Manager
Attest:
Rosemarie CaII
City Clerk
SoftResources LLC
By:
Print Na e: S ,aer ArKecee,
Title: Prt`n po.
Page 6 of 18
Exhibit A - Scope of Work
The following table lists the scope of software modules for this project:
•
Accounts Receivable /Cash Receipts
•
Government Reporting
•
Accounts Payable
•
Procurement /Purchasing
•
General Accounting
•
P -Card (Procurement Card Processing)
•
Budget
•
Vendor /Materials Management
•
Fixed Assets
The following is the scope of work for the City's financial system replacement. It is organized by
phase along with associated tasks and deliverables and an estimated time effort. Some common
tasks within different phases may be performed concurrently.
Phase 1— Project Initiation
SoftResources will work with the City to set up and kick off the project to ensure the project is
successfully managed through completion and goals and objectives are met.
1.1. Project Plan
Estimated Timeline: 2 weeks
SoftResources will work with the City to refine and finalize the Project Plan that will govern the
project. The following specific items will be addressed via teleconference:
a. Team introductions. Conduct Project Team introductions and collect contact information.
b. Scope of Work and Planning. Coordinate with the City to discuss and align expectations for
the contracted scope of work, drivers and objectives, resource availability and constraints.
Refine the Project Plan, schedule, milestones, deliverables, resources and responsibilities,
and communications plan.
c. Project Plan and Schedule. SoftResources will finalize the Project Plan and Schedule (based
on our templates) and provide updated versions to the City.
Deliverables: Project Plan and Schedule
1.2. Project Management
Estimated Timeline: Life of Project
SoftResources will manage the Project Plan and Schedule and maintain project related
communications with the City via email and teleconference. Status updates will coincide with
major milestones and deliverables over the life of the project to update on progress.
Deliverable: Project Status Updates
Page 7 of 18
Phase 2 — Needs Assessment
SoftResources will document the City's requirements for new ERP software through a series of
on -site Interview Workshops. SoftResources will perform the following tasks:
Estimated Timeline: 6 -8 weeks
2.1. Documentation Review
SoftResources will review existing documentation relevant to the City's ERP project to
familiarize ourselves with the current environment, business needs, and strategic goals. The
type of documentation that supports this review may include any or all of the following:
Requirements Data, Organization Charts, Workflow Assessments, Business Process Maps,
System Diagrams, Commissioned Reports, Strategic Plans, etc.
2.2. On-Site Interview Workshops
SoftResources will work with the City to schedule three days of On -Site Interview Workshops for
the needs assessment and to gather the City's key ERP requirements. Specifically, SoftResources
will perform the following:
a. Determine interview attendees. Work with the City to identify staff who should attend the
interview workshops (e.g., Project Team, stakeholders, executive management, technical
staff, department heads, IT, key users, subject matter experts).
b. Develop the Interview Schedule. Work with the City to develop and finalize the three day
on -site interview schedule. The City can expect approximately 12 -15 workshop sessions,
each lasting 1 -2 hours. The City will distribute the final schedule to attendees.
To allow for cross - department collaboration, interview groupings are scheduled by
department (e.g., Finance, Human Resources, Information Technology, City Manager,
Planning & Development, etc.) or by function or module (e.g., General Ledger, Accounts
Payable, Payroll, Human Resources, Reporting, Budget, Procurement /Purchasing, etc.).
c. Prepare Interview Memo. Provide an Interview Memo that will be used to invite City
personnel to the workshop sessions. The memo offers thought provoking questions that
help to prepare staff to discuss their area of expertise and core responsibilities during
interview workshops.
d. Conduct On -Site Interview Workshops. SoftResources will send our Core Team to the City
to facilitate three days of scheduled interviews with City personnel to:
• Obtain an understanding of the City's existing financial system environment including
systems that interface to ROSS Financials.
• Capture and articulate system outputs for all participating business areas. System
outputs are defined as reports, data, electronic money transfer, automated workflows,
etc.
• High -level review of current business processes and controls along with potential
process improvement
• Define functional requirements for the ERP footprint
Page 8 of 18
• Discuss a vision for new ERP and other municipal uses of common ERP functionality
during the interviews
• Conduct follow up calls with personnel for clarification and additional details as needed.
Deliverables: Interview Schedule
Interview Memo
Completion of On -site Interview Workshops
2.3. Key Requirements Document
SoftResources will create the Key Requirements document that will be used in the RFP.
SoftResources will perform the following tasks:
a. Key Requirements Definition. Using the notes gathered during the Interview Workshops,
review of City documentation, and our experience, SoftResources will identify and prioritize
the City's key requirements in table format for technology, modules /functionality,
implementation, business processes, and business needs. This Key Functional and Technical
Requirements Document approximately 5 -10 pages to optimize the decision process. Each
requirement is prioritized and ranked (e.g., R= Required, I= Important, N =Nice to Have, and
E= Explore).
b. Finalize Key Requirements. SoftResources will send the Key Functional and Technical
Requirements document via email and conference call for feedback from the City. City input
will be added to the document and the City will give final approval. This document will be
used be inserted into the City's RFP for ERP software and used to evaluate vendor options
for best fit to the City.
Deliverable: Key Functional and Technical Requirements Document (5 -10 pages)
2.4. Needs Assessment
SoftResources will analyze the data collected through interviews and compile executive level
written report (10 -20 pages) as follows:
a. High Level Business Process Observations and Recommendations. Based on the interview
notes and our knowledge of ERP best practices, SoftResources will identify key current
business processes /controls that are not working well, and make high -level
recommendations for improved business processes in table format. These
recommendations will include general improvements that can be realized by utilizing the
best practices offered by ERP software vendors. Note that the final processes actually
implemented will depend on the best practices of the software solution selected.
b. System Map. Prepare a system map that details the supporting software that interfaces
with ROSS Financials and identify those systems that may be improved through modern
integrated ERP systems.
c. Assessment Report. Compile the results of the assessment analysis into a written Needs
Assessment Report (10 -20 pages) and deliver to the City via email. At this time we expect
that the report will include the following (this may be adjusted based upon discussions with
the City and the results of the research):
Page 9 of 18
City Key ERP Objectives
✓ Key Functional and Technical Requirements document (RFP Ready)
✓ High -Level Business Process Observations and Recommendations (table format)
✓ Current Systems Map
✓ Recommended Strategy for ERP and Next Steps
✓ Conclusion
d. Assessment Presentation. Present the ERP Assessment Report findings via teleconference
and answer any questions the City may have regarding the report.
Deliverables: ERP Assessment Report
Phase 3 — Plan of Action
The Plan of Action will be the document that will govern the City's selection of new ERP vendor.
Estimated Timeline: 3 -4 weeks
3.1. Develop Plan of Action
Based on the City's decisions regarding next steps recommended from the Needs Assessment,
SoftResources will work with the City to prepare the Plan of Action that will govern the RFP and
vendor selection phases. Specifically, the Plan of Action will include:
a. Project Charter — Develop a Project Charter for the ERP software evaluation project.
b. Risk Register — We will identify key areas of risk for the successful completion of the project
at the City.
c. Scope Definition — Identify the scope of the ERP software selection project taking into
account the functional footprint requirements of the City as compared to the general
offerings of ERP solutions.
d. Costs — Provide an estimated cost range based on SoftResources experience as well as
discussions with some of our contacts at the software vendors. (Note that this will be a
range of cost as the actual cost will depend on the software solution selected.)
e. Project Schedule — We will revise the project schedule based on additional insight gained
during the requirements analysis.
f. Key Deliverables — SoftResources will identify key deliverables for the software evaluation
project at the City.
✓ Finalized Key Functional and Technical Requirements document — requirements will be
prioritized and capture the key requirements for the software that is determined to be
part of the ERP solution
✓ Project Timeline for the RFP and vendor selection process including scope definition,
project schedule, milestones and key deliverables
✓ Estimated cost range of new ERP solutions for the City.
✓ Develop other project documentation including project charter, risk register, scope, and
identify key deliverables
Deliverable: Plan of Action
Page 10 of 18
Phase 4 — RFP Process
SoftResources will work with the City to develop an RFP for software that represents the City's
business needs. Our methodology encourages vendor participation.
Estimated Timeline: 3 -4 weeks + 4 weeks for RFP solicitation
4.1. Develop RFP
Soft Resources will develop an RFP for ERP software. Specifically, SoftResources will perform the
following tasks:
a. Prepare RFP Draft. Beginning with our forms -based RFP template we will prepare the RFP
draft. We will work with the City to incorporate its purchasing requirements and include the
Key Functional and Technical Requirements document. The RFP is organized to allow for
consistent and effective evaluation of vendor responses. Information requested includes:
vendor information; cost for software, maintenance, implementation, and training;
implementation methodology and team; vendor references; and other information
pertinent to the software evaluation process.
b. City Review of RFP Draft. Deliver the draft RFP via email and teleconference for review and
feedback from the City. SoftResources will edit with City feedback and return the RFP to the
City for final approval.
c. Create Vendor Long List. Create the Vendor Long List of potential ERP vendors using the
City's key requirements and our experience. The purpose of the Vendor Long List is to foster
vendor participation. Vendors on the long list will be notified of the City's RFP (this is in
addition to the City's standard practice of advertising RFPs).
Deliverables: RFP for ERP Software
Vendor Long List
4.2. RFP Management
The City will issue the RFP according to its purchasing requirements. SoftResources will work
with the City to prepare for and assist with the facilitation of a pre- bidders' conference. We will
offer guidance in providing a standard methodology for question and answer addenda (the City
will answer vendor questions as they are in the best position to respond), and act as a liaison
between the City and the vendors throughout the RFP solicitation. We recommend the City
allow the vendors 4 weeks to respond.
Phase 5 — Vendor Analysis
SoftResources will review RFP vendor responses and work with the City to make a Short List
Recommendation of approximately three solutions. The evaluation criteria will be based on
each vendor's ability to meet the City's key requirements and any additional selection criteria
that may be required by the City. Specifically, SoftResources will perform the following tasks:
Page 11 of 18
Estimate Timeline: 4 -5 weeks (May —July 2016)
5.1. Vendor Evaluation
The City will receive the RFP vendor proposals and provide one hard copy and one soft copy to
SoftResources. SoftResources will perform an initial review of the vendor proposals and make a
determination as to which vendors should be elevated to the next step in the review process.
a. Initial Review of Vendor Proposals. All proposals received by the City will be reviewed and
vendors who do not meet the City's RFP requirements will be eliminated. Key components
of the initial review include:
✓ RFP Compliance
✓ Vendor Experience with Similar Entities
✓ Cost Estimates for Software, Implementation and Training
✓ Implementation Team
✓ City Specific Requirements
b. Detailed Vendor Analysis. Based on the initial review of the proposals we will continue to
evaluate the remaining vendor proposals through direct contact with the vendors to discuss
their fit to the City's key functional and technical requirements. We will work with the City
through this process to ensure our analysis is in sync with City requirements and business
objectives.
Direct vendor discussions include detailed phone conversations with vendor development
and technical personnel to validate and clarify the information provided by the vendors in
their proposals. Vendor viability, key requirements fit, costing and implementation
assumptions are all discussed. These one -on -one discussions with the vendors is the best
way to mitigate the risk of inaccurate assumptions about the requirements and the vendors'
answers, and to gain added insight into the vendor's software, culture and viability.
5.2. Short List Recommendation
SoftResources will identify a recommended Short List of approximately three vendor solutions
that can be elevated to the next step in the evaluation process. The City will review and make
the final determination of the Short List vendors. Components of the Short List
Recommendation include:
a. Short List Vendor Comparison Chart. This document outlines in table format the strengths
and weaknesses and fit /gap of the Short List vendors in a side -by -side comparison against
the City's key functional and technical requirements. It also contains important information
obtained through direct vendor conversations. The Short List Vendor Comparison Chart is a
valuable decision tool, and will aid the City as it prepares for software demos and final
decision.
b. Pricing Analysis. A review of the estimated cost over 5 years for each of the Short Listed
vendors in an equalized format.
c. Short List Presentation. Prepare an executive -level PowerPoint document that provides an
overview of the project, identification of the Short List and a high level overview of each of
the vendors based on the information provided in their RFP as well as the additional
Page 12 of 18
information gleaned from the additional due diligence with each of the vendors. We will
present on -site and answer any questions the City may have regarding the vendor
evaluation process. The City will make the determination of the final Short List vendors.
Deliverables: Short List Vendor Comparison Chart and Pricing
Short List Presentation
Phase 6 — Software Demos
After the Short List has been approved, the vendors will continue to be evaluated through on-
site scripted software demonstrations. The City will be able to see how the software looks and
feels, and how the vendor's software handles the City- specific unique requirements. Specifically,
SoftResources will perform the following tasks:
Estimated Timeline: 4 -6 weeks
6.1. Demo Script and Request for Demo Letter
SoftResources will develop a draft Software Demo Script customized to the City's needs and
based on the information gathered through the requirements interviews, business process
analysis, and vendor research. The Demo Script enables the City to see how the short listed
vendors will handle its critical needs, by module, for all modules included in the scope of the
project.
We will customize a Request for Demo (RFD) Letter template to invite vendors to participate in
the software demonstration process. The letter includes logistics, City contacts, expectations for
the demo, date /time assignments, and other general instructions to help them properly prepare
for the demo. The City will approve and issue the final Demo Script and RFD Letter to the Short
Listed vendors. Because we are asking the vendors to prepare a detailed demo, we recommend
the City allow the vendors at least 2 weeks to prepare.
Deliverables: Custom Software Demo Script and Request for Demo Letter
6.2. Demo Set Up
SoftResources will work with the City to set up a demo schedule and to prepare for the short
listed vendors to come on -site as follows:
a. Demo Schedule. SoftResources will advise the City with scheduling the demos. The City will
schedule the software demos with the short listed vendors. At this time we anticipate three
2 -day vendor demos plus a Demo Wrap Up Meeting the day following the final demo. We
recommend that the City schedule the live demonstrations as close together as possible for
best comparative analysis. The 2 -day demos allow attendees enough information to make
knowledgeable weighting decisions without overwhelming or causing information overload.
b. Pre -Demo Meetings. In advance of the on -site demos, Pre -Demo meetings should be held
with each vendor to help them prepare to successfully demonstrate their software. These
meetings will provide City- specific information to the software vendor and answer any
Page 13 of 18
questions the vendors may have regarding the project or the Demo Script. These meetings
can be set up via conference call or on -site. SoftResources will participate and facilitate the
pre -demo meetings via conference call.
6.3. Demo Facilitation
SoftResources will facilitate the demo process. The length of the software demos will depend in
part on the number of modules included in the scope of the project, but we have planned for
three 3 -day demos. The demos should be scheduled as close together as possible for best
analysis. Specifically, SoftResources will perform the following tasks:
a. Facilitate Software Demos. SoftResources will attend and facilitate the Short List vendors'
software demonstrations on -site in Clearwater, Florida. We will provide an orientation of
the demo process to the City's attendees and provide and discuss the Software Demo
Feedback document and Demo Score Sheet. Demo attendees will take notes, rate the
demos using the Software Demo Feedback document and return them to SoftResources at
the conclusion of each demo section. At the end of each demo day SoftResources will hold
a brief meeting with the City's Project Team, address unanswered questions and discuss the
next -day schedule.
b. Demo Wrap Up Meeting. SoftResources will facilitate the Demo Wrap Up Meeting the day
following the conclusion of the software demos on -site in Clearwater with the City's Project
Team and decision makers. The goal of this meeting is to eliminate at least one of the three
short listed vendors. Demo feedback and ratings collected from all demo attendees will be
compiled and presented. We will facilitate discussion to rank the vendors with the purpose
to eliminate the lowest ranked vendor. We will answer questions, note follow up items and
determine next steps. The City's Project Team will make the final demo ranking of the Short
Listed vendors.
Deliverables: Demo Feedback Document
Demo Facilitation
Demo Wrap Up Meeting
Phase 7 — Decision
SoftResources will provide consulting advice and tools to guide the City through the due
diligence and final decision activities with the finalist vendor(s). During this time, we will
continue to manage vendor questions and do follow up work. The City will make the final
decision. Specifically, SoftResources will perform the following tasks:
Estimated Timeline: 3 -4 weeks
7.1. Final Decision Support
SoftResources will advise the City through the final decision process. We will provide tools and
templates we have developed to facilitate the decision making process. We will continue to
manage vendor communications and questions and do follow up work. The City will make the
final decision.
Page 14 of 18
7.2. Due Diligence Demos
As needed, we will assist the City with Due Diligence Demos with the top two finalists to gather
details around key areas of functionality that may have been difficult to fully evaluate during the
initial on -site demos. Due Diligence Demos are typically handled through a web -demo process.
SoftResources' direct participation with the demos (either by teleconference or on location) is
optional and billed on a time and materials basis.
7.3. Vendor Reference Checks
Advise the City through vendor reference checks, and provide our Reference Check template
that includes directions and pertinent questions to structure and maximize the reference
checks. Vendor reference checks are very important as they allow the City to see how other
organizations are using the considered software to improve business processes. SoftResources'
direct participation with the user visits (either by teleconference or on location) is optional and
billed on a time and material basis.
Deliverables: Reference Check Templates
Final Decision Tools and Templates
Phase 8 — Contract Negotiation
SoftResources has negotiated hundreds of software contracts; we know the discounts and the
terms and conditions that should be included in the contract to protect the City's interests. Our
philosophy is to negotiate a contract that is win -win for both parties in order to develop a strong
working relationship moving forward. SoftResources is not a law firm and the contract will need
final review by the City's legal counsel. However, we frequently work with our client's legal
counsel and offer valuable insight into software specific contracts throughout the negotiations.
Depending on the type of software selected, the City may have three contracts to negotiate 1)
Software License, 2) Software Maintenance, and 3) Implementation Services. If a hosted or
Cloud vendor is selected, a Service Level Agreement (SLA) will be negotiated. We strongly
recommend that the Statement of Work also be agreed upon prior to signing the software
contracts.
SoftResources will provide contract review and negotiation services to help the City negotiate a
fair contract with the final selected vendor.
Estimated Timeline: 3 -4 Weeks from final decision approval
8.1. Contract Review
SoftResources will review the software license, maintenance, and implementation services
contracts or SLA and suggest pricing issues, and contract clauses and protections that should be
negotiated in the contract. SoftResources will prepare a written Software Contract Review
document of key clauses that need to be negotiated, removed, changed and /or inserted into the
Page 15 of 18
contract. The City's legal counsel will have the final review of the contract as SoftResources is
not a law firm.
8.2. Statement of Work (SOW) Review
SoftResources will assist the City with negotiating the vendor's SOW prior to signing the
software contract. SoftResources will review the SOW and deliverables proposed by the
software vendor and provide verbal and /or written recommendations.
8.3. Direct Negotiation Participation
SoftResources will participate with the City and its legal counsel with negotiating a fair contract
with the finalist vendor. SoftResources' assistance with contract negotiations is invaluable
because of the insight we bring based on our experience of years of negotiating software
contracts. City's legal counsel will provide final review and approval of the contract.
Deliverables: Contract Review
SOW Review
Page 16 of 18
Exhibit B — Fee Schedule
SoftResources has provided the following not -to- exceed lump sum total for the entire project
oulined in the Work Plan. SoftResources' hourly rates are as follows:
Personnel Level
Principal /Director
Senior Consultant
Rates
$175 /hour
$150 /hour
The following table offers a summary of the proposed fixed fees and expenses for the Scope of
Work.
Phase
1
Description
Project Initiation
Fees
$7,500
2
Needs Assessment
25,250
3
Plan of Action
7,800
4
RFP Process
10,050
5
Vendor Analysis
20,500
6
Software Demos
21,800
7
Decision
4,200
8
Contract Negotiation
12,600
Total Fixed Fees
$109,700
Proposed Payment Schedule
SoftResources will bill monthly based on a percent complete for the deliverables for each of the
phases outlined below.
Deliverable
Name
Deliverable
Description
Estimated
Hours
Hourly
Rate
Travel
Expenses
Fees
Phase 1
Project Initiation
45 hours
$175
N/A
$7,500
$150
Phase 2
Needs Assessment
156 hours
$175
$3,448
$25,250
$150
Phase 3
Plan of Action
48 hours
$175
N/A
$7,800
$150
Phase 4
RFP Process
62 hours
$175
N/A
$10,050
Page 17 of 18
SoftResources will not perform any services outside of the scope presented. If the City requests
additional services a change order will be drafted and approved before the additional services
are performed.
Page 18 of 18
$150
Phase 5
Vendor Analysis
128 hours
$175
$2,624
$20,500
$150
Phase 6
Software Demos
128 hours
$175
$6,872
$21,800
$150
Phase 7
Decision
24 hours
$175
N/A
$4,200
$150
Phase 8
Contract Negotiation
72 hours
$175
N/A
$12,600
$150
Total
$12,944
$109,700
LUMP SUM TOTAL
$122,644
SoftResources will not perform any services outside of the scope presented. If the City requests
additional services a change order will be drafted and approved before the additional services
are performed.
Page 18 of 18