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Item 5FCity of Southlake, Texas MEMORANDUM February 1, 2006 TO: Shana Yelverton, City Manager FROM: Jim C. Blagg, Assistant City Manager SUBJECT: Approve a Professional Services Agreement to provide software selection and implementation management services for the City of Southlake Action Requested: Approve a professional services agreement with Credera/Maximus, Inc. to provide software selection and implementation management services. Background Information: The team of Credera/Maximus, Inc. presented the results of the IT alignment study to the City Council at the April 18, 2006 City Council meeting. The study laid out an implementation roadmap that covers the next two and one-half fiscal years. On April 18, the City Council approved amendments to the FY2006 budget to begin the phase 1 of the implementation in the amount of $143,000. Phase 1 includes the purchase order and DRC process quick hits as well as the selection of the financial/HR foundational software. The team of Credera/Maximus, Inc. has experience conducting technology selections and implementations in both the public and private sectors. This team in combination brings deep local government industry knowledge, with an appreciation for the need to clearly link technology investment to constituent benefit. The team has gained extensive knowledge about the processes and business needs of the City of Southlake as a result of the IT Alignment Study and therefore Financial Considerations: A fee of $143,000 has been negotiated with Credera/Maximus, Inc. for phasel of the implementation. Financial Impact: $143,000 was budgeted for the amended current fiscal year to conduct the first phase of the implementation. Citizen Input/ Board Review: N/A Shana Yelverton, City Manager May 9, 2006 Page 2 Legal Review: The professional services agreement has been reviewed by Tim Sralla of TOASE. Alternatives: The City could look at proposals from other consulting groups. However, valuable time will be lost for phase one of the implementation by taking proposals, negotiating fees and getting a new firm up to speed; The City could perform the software selection itself and rely on the selected vendor for all implementation; however, we have no idea of those costs until the proposals are accepted. This alternative does not cover the "quick hit" projects; City staff could perform the software selection and implementation management services in-house. With current staff and other projects underway, this alternative could take over a year to complete based on the City of Frisco's recent experience that required 14 months just for the selection process itself Supporting Documents: Professional Services Agreement with Maximus, Inc. Staff Recommendation: Authorize the City Manager to enter into a professional services agreement with Maximus, Inc. to provide software selection and implementation management services for the City of Southlake. 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