. SmartSoft/SAP SunGard Public Sector Tyler Technologies/Munis
Suwanee, GA Lake Mary, FL Fatmouth, ME
$4,869,920 $3,707,414 $3,029,863
Velocity/Lawson Zanett/Oracle
New York, NY Burlington, MA
$2,790,207 $5,685,595
Initial review of the proposals was undertaken by a review team led by the City’s contracted consultants
Schafer Consulting of Ladera Ranch, Ca, and City staff participants composed of CFO Michael Gilbar, IT
Director John Barker, and the members of the City’s project management team. Additional input was
solicited from the City’s ERP Executive Steering Committee (ESC).
As part of the RFP development, the City and Schafer Consulting created a 124 page Functional
Requirements Matrix, which required bidders to identify if specific and detailed functional requirements of
City staff and services could be provided by the proposed system ‘out of the box’ or was unsupported or
required customizations or third-party software. A numeric value was assigned for each response, with
‘out of the box’ functionality being the highest score. Each bidder submitted a completed matrix as an
appendix to their submission.
Initial team review was conducted using a requirements scorecard which quantified a bidder's proposed
solution based on their functional matrix responses, as well as quality of proposal, scope and quaiity of
services, company background and financial stability, bidder resources, demonstrated project
understanding, etc. From this analysis a ranking of the eleven bidders was performed. During the
evaluation process, two of the eleven (11) bidders withdrew their bids; SunGard Public Sector, and MS
Govern, Of the remaining nine (9), the review team selected a short-list of three (3) bidders whose
proposals offered the best match to City functional requirements, and best balance of scope, quality of
services and resources, and understanding and commitment to City project objectives,
Short-listed bidders were:
» Tyler/Munis
e = ©Velocity/Lawsen
e AMX/JD Edwards
Finalists were invited to participate in mandatory on-site product demonstrations, which were held from
November 30" — December 18" 2009. This extensive demonstration process included participants from
all impacted and relevant areas of the City’s administration including Finance, IT, City Clerk, Community
Development and Planning, Fire, Library, Police, Public Health, and Schools. Each participant was asked
to raie fhe bidders based on their product and participation, and these scares were aggregated by Schafer
Consulting to create a ranking of the finalists.
Following the demonstrations, the City and Schafer Consulting performed extensive due-diligence on the
finalist bidders, including a reference and customer interview of both bidder-supplied and unsolicited
references. These references were aggregated to highlight areas of strength and weakness, and to
identify appropriate follow-up questions and issues for the City to present to the bidders. During this
further due diligence, each finalist was requested to provide on-site demonstrations of specific functionality
to address questions and concerns of the City.
At the conclusion of this reference checking and further product investigation, two final bidders were
selected for customer site visits; Tyler/Munis, and Velocity/Lawson. Between January through Apri! 2010
City staff performed bidder reference site visits to five municipalities (Providence RI, Newport RI,
Springfield MA, High Point NC, Charlotte NC}, and attended one bidders annual user conference to solicit
non-reference customer feedback. During site visits, City staff observed or participated in hands-on
evaluation of the use of that system in actual daily municipal operations.
