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W; AgreemenI betnveen Indian River County Clerk of the Circuit Court, rG and the crOA PHASE III Contract Negotiation Services Definition of Phase. Phase III begins with GFOA and the Clerk working with two vendors to develop a Statement of Work and ends when a contract is established with a single vendor. Three major documents are involved: (1) :statement of Work, (2) Software Licensing Agreement, and (3) Implementation Services Agreement. Pricing. This Phase is performed on a time and expenses 'basis and is estimated to be $12,500. GFOA's hourly rates for negotiations are between $175-$195 per hour. This cost assumes that all work during this phase will be done by phone and email. No on-site visits have been included in this cost. Description of Tasks. One of the most valuable services that GFOA provides its clients on systems related issues is the negotiation of software contracts. Too often, governments are pitted against software vendors that have negotiated contracts many times before. Understandably, software vendors and their implementation partners want to maximize profit and minimize risk. In addition, they tend to get governments to do most of the "heavy lifting" and increase their involvement in other phases (e.g., cltange management) that may not provide the most value for the client. The GFOA leas developed a unique "parallel negotiations" methodology that we propose to utilize for this engagement. This approach seeks to retain the benefits of competition until the last moment of the procurement cycle. It also uses our membership network to benchmark prices and terms. Typically, we ask our clients to short-list two vendors and we develop an "evolving" Statement of Work. The Statement of Work is a detailed document that spec: lies a step-by-step approach for the implementation and outlines roles/responsibilities of all parties involved. Once (lie evaluation team chooses one vendor over another, we seek to reach a contract with the top vendor. All of our former clients have witnessed significant bencr'sts in using this methodology. On the other hand, if one vendor clearly comes out on top, it may make sense to use a modified version of this approach. Deliverables. Phase III will focus on establishing a Statement of Work, as well as software and implementation services agreements with the finalist vendor. Although GFOA will help the Clerk shape these documents, these are not referred to as deliverables because they are agreements between the government and the chosen vendors. Phase III will be completed when final versions of the Statement of Work, Software License Agreement, and Implementation Services Agreement are complete. to