TO: Legal and Finance Committee

FROM: J, Barbier, Community Resources Director, G. Chapman, Public Libraries Director and P. Sumption Finance Officer

DATE: March 7, 2013

RFP Executive Coordinating Team: Jeff Barbier, Community Resources Director; G. Chapman, RC Public Libraries Director; Pauline Sumption, Finance Officer

Agenda Item: City Council Briefing Update General Accounting Request for Proposal and Demonstration of online subject search for Council Resolutions and Ordinances

Summary
2012

· October: Review of RFP process for vendor market, and consulting resources, Council Approval RFP posting

o Department Records Workgroup Formed to operationalize City of Rapid City Records Retention Policy http://archive.rcgov.org/ca20120221/LF021512-16/City%20of%20Rapid%20City%20Records%20Retention%20Policy.pdf

· December: Finalization of RFP

2013

· January-February: Posting of RFP, vendor clarifications

o RC IT development of database for public online access to resolutions and ordinances

o Overview of transition to online subject search

· February-April: Proposals due, Review and Schedule of Demonstrations, Designation and Orientation of Department(s) User Group Participants. Review of selection criteria scoring by consultant

· April: Evaluations of vendor proposals and pre-demo conference

· May: Vendor Demonstrations, Site visits and Selection

· June: Contract Award

· July: Begin Implementation approximate 6 months for start-up and 12 months for full deployment.

Funding Source and Fiscal Impact

Partial funding identified. Additional funding options will be considered after more accurate estimates have been determined and prior to contract award by council approval.

Goal (1) – acquisition of a new general accounting, including human resources

Goal (2) – Account for the migration of data in the selection process (such as land development, permitting, documents & imaging) to Enterprise Content Management (ECM) System option either with this purchase or planning for next phase

Additional Attachments:

RFP  http://www.rcgov.org/pdfs/Finance/FinancialMgntSoftwareRFP.pdf

Department Records Workgroup Agenda 3.7.13