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<!DOCTYPE html>
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</header>
<h1 class="title-jZvjXL title titlepage">Process code for software procurement</h1>
<div class="main-frame-jZvjXL">
<div class="content-bX6NNZ content">
<div class="intro-LLmtnB">
<div class="titlepage-6xsEah"><div class="page-title-PtCpOj titlepage">3a. Assessment phase</div></div>
<div class="cluster-6xsEah">
<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.
</p>
<div class="phaseassessment-QOQGxa">
<div class="group-150-z3xz9j">
<img class="group-j0XCm7" src="img/[email protected]" alt="Group" />
<img class="union-j0XCm7 union" src="img/[email protected]" alt="Union" />
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<img class="union-Bg1khE union" src="img/[email protected]" alt="Union" />
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<img class="rectangle-PHcSTy" src="img/[email protected]" alt="Rectangle" />
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<img class="rectangle-K8rhzr" src="img/[email protected]" alt="Rectangle" />
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<img class="subtract-g7Hv8f" src="img/[email protected]" alt="Subtract" />
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<div class="rectangle-GdZBS0"></div>
</div>
</div>
</div>
</div>
<div class="flex-container-85966703-6xsEah">
<div class="text0-85966703-j9tqy2 body">
<span class="span0-UoK9xq body"
>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>
</div>
<div class="text1-85966703-j9tqy2 body">
<span class="span1-wlZo8m body"
>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>
</div>
<div class="text2-85966703-j9tqy2 body">
<span class="span2-qHkPQu body"
>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>
</div>
<div class="text3-85966703-j9tqy2 body">
<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>
</div>
<div class="text4-85966703-j9tqy2 body">
<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>
</div>
<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
>
</div>
</div>
</div>
<div class="footer-nav-LLmtnB">
<a href="2c-rfp-writing.html">
<div class="navfooterprev-v02-qL3xgJ">
<img class="arrow-iob9tc arrow" src="img/[email protected]" alt="arrow" />
<div class="title-iob9tc title mulish-bold-white-16px">2c. RFP Writing</div>
</div></a
><a href="3b-vendor-interactions.html">
<div class="navfooternext-v02-qL3xgJ">
<div class="title-pPL4PV title mulish-bold-white-16px">3b. Vendor interactions</div>
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<div class="sidebarv2-bX6NNZ">
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<article class="navmainv3-66vBjJ navmainv3">
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<div class="x1-section-name-6pA2ux x1-section-name titlesection-p">1. Orientation</div>
</div>
<div class="subsections">
<a href="1a-getting-oriented.html">
<article class="navsubsectionv2-SS9pUJ navsubsectionv2">
<div class="capacity-building body">a. Welcome!</div>
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><a href="1b-capacity-building.html">
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<div class="b-subsection-name body">b. Capacity-building</div>
</article></a
><a href="1c-discovery-research-and-problem-statement.html">
<article class="navsubsectionv2-V8oN97 navsubsectionv2">
<div class="c-subsection-name body">c. Discovery research</div>
</article></a
><a href="1d-market-research.html">
<article class="navsubsectionv2-vS5FqV navsubsectionv2">
<div class="d-subsection-name body">d. Market research</div>
</article></a
><a href="1e-strategic-analysis.html">
<article class="navsubsectionv2-gRHx9c navsubsectionv2">
<div class="capacity-building body">e. Strategic analysis</div>
</article></a
>
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</article>
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<div class="section-title">
<div class="x1-section-name-9NzfES x1-section-name titlesection-p">2. Planning</div>
</div>
<div class="subsections">
<a href="2a-planning-phase-introduction.html">
<article class="navsubsectionv2-SItrOo navsubsectionv2">
<div class="capacity-building body">a. Planning phase</div>
</article></a
><a href="2b-modularization.html">
<article class="navsubsectionv2-21CvPN navsubsectionv2">
<div class="b-subsection-name body">b. Modularization</div>
</article></a
><a href="2c-rfp-writing.html">
<article class="navsubsectionv2-2FZWtF navsubsectionv2">
<div class="capacity-building body">c. RFP writing</div>
</article></a
>
</div>
</article>
<article class="navmainv3-pAD8Lu navmainv3">
<div class="section-title">
<div class="x1-section-name-jLuaG1 x1-section-name titlesection-p">3. Assessment</div>
</div>
<div class="subsections">
<a href="3a-assessment-phase.html">
<article class="navsubsectionv2-nQwJI2 navsubsectionv2">
<div class="capacity-building body">a. Assessment phase</div>
</article></a
><a href="3b-vendor-interactions.html">
<article class="navsubsectionv2-qktzXV navsubsectionv2">
<div class="b-subsection-name body">b. Vendor interactions</div>
</article></a
><a href="3c-bid-evaluation.html">
<article class="navsubsectionv2-TOItXo navsubsectionv2">
<div class="c-subsection-name body">c. Bid evaluation</div>
</article></a
><a href="3d-contracting.html">
<article class="navsubsectionv2-2xzvxw navsubsectionv2">
<div class="d-subsection-name body"><span class="span0-ok3Is4 body">d. Contracting</span></div>
</article></a
>
</div>
</article>
<article class="navmainv3-xuM2rE navmainv3">
<div class="section-title">
<div class="x1-section-name-i6oVY6 x1-section-name titlesection-p">4. Implementation</div>
</div>
<div class="subsections">
<a href="4a-implementation-phase.html">
<article class="navsubsectionv2-C0aST9 navsubsectionv2">
<div class="capacity-building body">a. Implementation phase</div>
</article></a
><a href="4b-agile-development.html">
<article class="navsubsectionv2-wi9C7s navsubsectionv2">
<div class="b-subsection-name body">b. Agile development</div>
</article></a
><a href="4c-integration.html">
<article class="navsubsectionv2-LxxE10 navsubsectionv2">
<div class="c-subsection-name body">c. Integration</div>
</article></a
>
</div>
</article>
</div>
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