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. Documentation to be provided Redwood City's responsibilities Vendor's responsibilities Spatial, electrical and environmental considerations (if applicable) Staffing requirements Advantages of proposed system over competition Proposed contract terms . . . . . . 3. Prepare Evaluation Criteria ami Selection Plan - We would then prepare the evalua- tion criteria and selection plan. This would fully describe the criteria to be used in evaluating the proposals as well as set forth the plan to be followed in conducting the evaluation. We also would design and prepare the evaluation worksheets to be used in the vendor selection process. 4. Identify Potential Fillallcial Systems Vemlor.5 - Working with City project personnel, we would develop a list of qualified vendors who could potentially meet the specifica- tions of the RFP. 5. Release Request/or Prol'osal- The Request for Proposal would be released to the qualified vendors as well as to any vendor responding to the open bid. rfappropriate, a pre-proposal conference would be conducted to provide guidance to the prospective vendors and to answer their questions. 6. Analyze Vemlor Proposal.\' - After the participating companies submitted their propos- als, the next step would be to review each to determine the system best able to meet the City's requirements. Each proposal would be reviewed for completeness and to ensure that it addressed thc qucstions contained in the Request for Proposal. During this part of the study, bascd upon established criteria, each of the proposals would be rated and those companies that do not meet the requirements eliminated. Using the evaluation criteria as a guide, qualified proposals would be evaluated in detail. Information pertaining to each major area of the specifications would be summarized. evaluated and ranked. Additional information and clarifications would be obtained from preparing vendors as needed. Generally, a "short list" of the most qualified proposals is then developed. During the later stages of the evaluation, software demonstrations, operational site visits, reference checks, and oral interviews may be conducted to fully assess the vendo~'s expertise, track record and ability to perform. We would assist in coordinating these activities, with City staff taking the lead role. 7. Prepare Economic Analysis- At this time, we should have the information necessary to prepare an economic analysis and to estimate the costs of implementing and operat- ing the proposed systems.' All costs involved would be considered. Estimated one- time costs for such items as site preparation, ancillary equipment, forms and others would be itemized. Also, estimated regular operating costs for licenses, service, RDW_OOOI WPD The Warner Group II -3