3a-assessment-phase.html

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      <h1 class="title-jZvjXL title titlepage">Process code for software procurement</h1>
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            <div class="titlepage-6xsEah"><div class="page-title-PtCpOj titlepage">3a. Assessment phase</div></div>
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              <p class="in-this-phase-you-wi-QOQGxa body">
                In this phase, you will publicize and promote the RFP, circulating it broadly using both novel and
                conventional channels. Vendor awareness increases your likelihood of finding a great partner. As vendors
                express interest, you can answer questions, and provide context by describing the broader goals of the
                department, or values of the city council. The key to countering (valid) concerns around interacting
                with vendors is a fair, unbiased and transparent process—any questions answered or context provided
                should be made publicly available, so all potential bidders have the same info.
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                  >When bids have been submitted, an evaluation committee will read bids and rank vendors based on the
                  criteria you developed in Phase 2. It is important to view bids from both qualitative and quantitative
                  perspectives. The committee should be empowered to consider not only the cost, but also alignment with
                  public values, technical quality and long term viability, the vendor’s collaborative dynamic, and
                  issues like data ownership and privacy. <br
                /></span>
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                  >Now the tables are turned—it’s your opportunity to ask questions of the vendors! Get to know what
                  they are offering and how they will work with you as a client. The city’s technical staff and end
                  users should help provide input to the evaluation committee. Host workshops where vendors can demo
                  their solutions to end users, giving them direct experience. <br
                /></span>
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                  >Once the committee chooses a winning bid, make sure to follow up properly with other bidders and
                  provide feedback. If you’ve done a good job of writing an agile, modular budget, these vendors may be
                  subbed into future modules. Whatever happens, it’s valuable to maintain strong, positive
                  relationships.<br
                /></span>
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                <span class="span3-SJpD8x body"
                  >At this point, the city’s legal staff will prepare a formal contract. Broadly speaking, the contract
                  reduces the city’s risk and liability, and ensures vendors are accountable for performance. Remember
                  the modular approach: umbrella contracts, with sub-contracts for specific software modules, help
                  reduce risk and align your project with the agile development process.<br
                /></span>
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                <span class="span4-4WAYeV body"
                  >Though some contract elements are standard and non-negotiable, a surprising number can be changed.
                  Assume anything can be changed, and read through it carefully—pay attention to alignment with your
                  goals for the project, and where the contract might impair an agile development process or limit open
                  sourcing.<br
                /></span>
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              <div class="text5-85966703-j9tqy2 body">
                <span class="span5-beV9RR body"
                  >This phase concludes with a contract that the vendor, legal staff, and project team agree on. With
                  that agreement in hand, you are ready to start collaborating on software development.</span
                >
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                <div class="title-iob9tc title mulish-bold-white-16px">2c. RFP Writing</div>
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                <div class="title-pPL4PV title mulish-bold-white-16px">3b. Vendor interactions</div>
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                      <div class="capacity-building body">a. Welcome!</div>
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                      <div class="capacity-building body">e. Strategic analysis</div>
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                      <div class="capacity-building body">a. Planning phase</div>
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                      <div class="b-subsection-name body">b. Modularization</div>
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                      <div class="capacity-building body">c. RFP writing</div>
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                  <div class="x1-section-name-jLuaG1 x1-section-name titlesection-p">3. Assessment</div>
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                      <div class="capacity-building body">a. Assessment phase</div>
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                  ><a href="3b-vendor-interactions.html">
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                      <div class="b-subsection-name body">b. Vendor interactions</div>
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                      <div class="c-subsection-name body">c. Bid evaluation</div>
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                      <div class="d-subsection-name body"><span class="span0-ok3Is4 body">d. Contracting</span></div>
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                  <div class="x1-section-name-i6oVY6 x1-section-name titlesection-p">4. Implementation</div>
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                      <div class="capacity-building body">a. Implementation phase</div>
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                      <div class="b-subsection-name body">b. Agile development</div>
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                      <div class="c-subsection-name body">c. Integration</div>
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