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TASK DESCRIPTION: SDI will document the City's data conversion and migration requirements so that software proposers can include the costs and approach for completing data conversion in their proposals. SDI will meet with the City's technical and business subject matter experts to identify and document data migration and conversion requirements. SDI will provide consultation with regard to the pros and cons of the possible approaches/strategies and provide recommendations. DELIVERABLE: Data Conversion Requirements Phase 3 — RFP The tasks in this stage will consolidate all relevant information gathered in the prior phases to create an RFP that clearly defines the requirements and objectives of the City. The quality and accuracy of vendor responses are significantly improved using a well -organized, accurate, and clear RFP. A strong RFP is critical as it provides the foundation for evaluating the vendor and ultimately provides the basis for a solid agreement between the City and the successful vendor. PHASES TASKS DELIVERABLES 3.1 - Prepare Draft Request Foi Proposal (RFP) 'Draft RFP 3.2- Review Draft RFP With S[a kcholden 3.3- Identifyand Notify Potential bidders •Final RFP 3.4-Release RFP Vendor Listing TASK DESCRIPTION: SDI will prepare a draft RFP for review by the Project Stakeholders and identified key staff. If the City has an existing preferred RFP template, SDI will conduct a review and compare the City templates to SDI's proven ERP RFP template. In addition, if necessary, SDI will meet with the City's purchasing and/or legal resources to verify RFP terms and conditions. At a minimum, an RFP should include the following components: purpose and objectives, background, evaluation criteria and selection process, timeline, submission requirements (including forms and templates), RFP terms and conditions, current environment descriptions, business and operations metrics (i.e. number of employees, users, vendors, purchase orders, etc.), functional requirements, technical requirements and standards, and pricing proposal submission requirements. DELIVERABLE: Draft RFP TASK DESCRIPTION: SDI recommends that the draft RFP be distributed to the City project team and subject matter experts for careful review. Afterstaff has had the opportunity to review the RFP, SDI will conduct a meeting to address any changes, questions, or concerns.