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XISDI Phase 5 - Negotiate Key terms, conditions, scope, and pricing terms must be fully resolved before concluding a final agreement.The purpose of the Negotiate phase is to formalize and implement a negotiation strategy to ensure the City obtains a favorable contract and all outstanding issues are resolved. SDI brings significant experience in contract negotiations that will help ensure an agreement that fully protects the City while supporting a successful implementation. PHASES TASKS DELIVERABLES , 5.1—Research Prior Vendor Agreements P i-i Ask 5 v 5.2 Conduct Initial Agreement Review . Final Agreement with Vendor NEGOTIAT 5'3 Facilitate Negotiation Strategy Workshop . City Council Meeting Participation SA—Conduct •Negotiation •Meetings S.5—Assiet In Obtaining City Council Approval Task 5.1-Research Prior Vendor Agreements TASK DESCRIPTION: This task focuses on identifying signed agreements with agencies that are of a similar size and complexity as they can provide a valuable source of information to help the City prepare for negotiations. SDI will seek out and review available agreements.The review will Include evaluating terms and conditions, pricing, payment terms, milestones,and more.The information gathered will be compared to that which was submitted with the RFP with the goal of identifying any gaps or more favorable terms and conditions, Task 5.2-Conduct initial Agreement Review TASK DESCRIPTION: SDI will perform a review and provide feedback of the proposed agreement templates. Based on our experience, the City should expect multiple agreements (i.e. software licensing, maintenance and support, professional services, 3rd party software, etc.). SDI will provide the City guidance and assistance on the agreement review to help prepare for subsequent negotiations. Task 5.3-Facilitate Negotiation Strategy Workshop TASK DESCRIPTION: SDI will facilitate a workshop with key City staff to develop the negotiation strategy. The workshop will focus on outstanding issues and questions,as well as areas of high risk that need to be addressed. A well-planned negotiation strategy reduces the negotiation timeline, reduces frustration among the parties, ensures the City presents a unified front,and reduces the risk that items will be overlooked. Task 5.4-Conduct Negotiations Meetings TASK DESCRIPTION: SDI will assist the City in preparing for negotiation meetings and will attend to support City staff. 5D1 will facilitate the negotiation meetings and actively participate in discussions and negotiations pertaining to the vendor's contractual documents and Statement of Work to ensure the documents are acceptable to the City and properly hold the vendor accountable. SDI will take the lead in recording the minutes from the meetings to capture outstanding items, next steps,and critical dates. DELIVERABLE: Final Agreement with Vendor