Laserfiche WebLink
Attachment 1 to Exhibit A <br />The following table provides a detailed discussion of what each task will entail. <br />Table 7 — Negotiate Activity Tasks and Deliverables <br />3.16 Research Prior Vendor Agreements _ { <br />TASK DESCRIPTION: It is highly likely that the Cities will select vendor(s) that have recently <br />implemented their solutions with other public agencies. This task focuses on identifying signed <br />agreements with agencies that are of a similar size and complexity as they can provide a valuable <br />source of information to help a City prepare for negotiations. NexLevel will seek out and review <br />available agreements. The review will include evaluating terms and conditions, pricing, payment <br />terms, milestones, and more. The information gathered will be compared to that which was <br />submitted with the RFP with the goal of identifying any gaps or more favorable terms and <br />conditions. <br />3.17 Conduct Initial Agreement Review <br />TASK DESCRIPTION: NexLevel will perform a review and provide feedback of the proposed <br />agreement templates. Based on our experience, the Cities should expect multiple agreements (i.e. <br />software licensing, maintenance and support, professional services, 3`d party software, etc.). <br />NexLevel will provide the City guidance and assistance on the agreement review to help prepare for <br />subsequent negotiations. <br />3.18 Facilitate Negotiation Strategy Workshop <br />TASK DESCRIPTION: NexLevel will facilitate a workshop with key staff to develop a negotiation <br />strategy. The workshop will focus on outstanding issues and questions, as well as areas of high risk <br />that need to be addressed. A well planned negotiation strategy reduces the negotiation timeline, <br />reduces frustration among the parties, ensures the Cities present a unified front, and reduces the <br />risk that items will be overlooked. <br />DELIVERABLE: Negotiation Strategy Document <br />3.19 Conduct Negotiation Meetings <br />TASK DESCRIPTION: NexLevel will assist the Cities in preparing for negotiation meetings and will <br />attend to support the City staff. If the Cities desires, NexLevel is available to facilitate the <br />negotiation meetings. NexLevel will take the lead in recording the minutes from the meetings to <br />capture outstanding items, next steps, and critical dates. <br />DELIVERABLE: Draft and Final Agreement Comments <br />3.26 Assist in Council Approval <br />TASK DESCRIPTION: NexLevel will be available to attend or participate in the presentation of the <br />vendor agreements to the City Council for each city for approval. <br />DELIVERABLE: Council Agenda Packet <br />REV: 06-15-17 JS Page 24 of 28 <br />ATN/AGR/2017.127/NEXLEVEL-FSR CONSULTANT <br />