Finance Committee Agenda and Packet 2009 09 14

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Each prequalified vendor was then given the opportunity to conduct an in -house demonstration of their proposed software. They were requested to include both Phase I and Phase II software during the demonstrations. Other than that requirement, each vendor was free to design the demonstration as they wished and to select a one -day, two -day, or three -day demonstration. The demonstrations were conducted in the first -floor library conference room between May 20 and June 18, 2009. The agenda for each demonstration was distributed to all Finance staff and to all Department Directors. Attending each demonstration were Lance Hillis, Accounting Manager, Penney Bolte, Tax Manager, and Kevin Watson, Finance Director. Attending various sections of the demonstrations were Chris Browning, IT Manager. IT staff, Finance staff, Human Resources staff, and Municipal Court staff. Based upon staff reviews of the demonstration, it was recommended to the Finance Committee on July 20, 2009 that the City narrow its search down to three final vendors: American Data Group New World Systems Corporation Tyler Technologies, Inc Each vendor was requested to submit a "best and final" offer on the specific software modules (both Phase I and Phase II) that the City would reasonably expect to implement over the next 2 -3 years. For those modules, the vendors were also requested to submit a best and final offer for annual support and maintenance fees for the five years following the year of implementation. A summary of the final offers is shown in the following schedule: Requested Software and 5er eices: Sc ftw are Licens =eef_2. wining &Implementaticn Ser; ices. Total Costs 5_rrr7rnarj Ees- Final C ers NJev ADG World Tyler 59,00C 1h2.700 103.COE C 211.2CC 101320 391900 213,95' nr�r.ial F.laimenance (Average) 15,6013 36.540 2 ,16x1 A more detailed review of each offer is shown in the following three schedules: 9