Specifications include, but are not limited to: The qualified consultant would assist in the following: Determine the requirements and develop an RFP for an EDMS system Aid in selection of an EDMS System Aid in contract negotiations with the software vendor Develop an implementation plan. The consultant must provide a detailed plan and timeline of how they will complete this project by September 20, 2013, which is when the final EDMS solutions provider is to be chosen. Anticipated Specific Tasks and Services Initial meeting with Finance Director and other City staff to discuss the project scope and timetable and gain an understanding of the City operations. Assessment of the current IT infrastructure including existing document management solutions and/or practices, current enterprise software solutions, hardware and multifunction devices. Analysis of the current business processes of all City departments with regards to document management. Educate City staff of the potential benefits of an EDMS solution. Meet with the Directors and the IT Steering Committee to discuss the electronic document management system alternatives, direction and development. Discuss the request for proposal for EDMS software solutions and timetable for the RFP process. The completion date in the time table for the final vendor selection for an EDMS solution should be no later than September 20, 2013. Evaluate current City systems i.e. Tylers Eden ERP System, Firehouse, Cardinal Tickie Trak, New World CAD and RMS for EDMS software integration. Develop the request for proposal for the selection of an EDMS software solution. Assist in the evaluation of the proposal responses, scheduling of software demonstrations and/or vendor interviews. Assist in contract negotiations with selected vendor. Appear before department heads and/or City Council to present the results of the EDMS Selection process recommendations. Development of implementation plan based upon the result of the vendor selection and software solution chosen.
