2020 CSMFO Annual Conference

True Cost of Implementation, Ongoing Maintenance and Support*

Wed, 9 Jan 2019
9:15 am - 10:30 am

True Cost of Implementation, Ongoing Maintenance and Support*

For complex business application procurement, a challenge is how to assess the true cost of implementation and ongoing maintenance and support – including achieving an apples-to-apples comparison of vendor pricing prior to selection. There are many challenges that public sector leaders face when looking to replace a core business application.  Identifying what is truly the “best fit” solution is among those challenges; however, identifying the true enterprise cost to implement and maintain an application is sometimes the most challenging.  Accurately assessing a vendor price proposal requires looking beyond the price sheets provided.  It requires a careful inspection of not only the price sheets, but also the assumptions and notes included with the price sheets, the potential agreement terms, the scope of work proposed, the implementation approach, and ongoing maintenance and support requirements. To achieve an apples-to-apples comparison of vendor-proposed pricing, you must factor in the above-mentioned items.  This session will cover the following topics:

  • Understanding the true total cost to implement and total cost to own an enterprise system
  • Typical vendor pricing elements and factors to consider
  • Public agency cost considerations and their impact on total cost to implement and total cost to own
  • Cost risk areas and how to assess and mitigate the risks
  • Assessing the level of effort including ratios of vendor staff to agency staff
  • Agency staff backfill considerations and strategies
  • Steps to prepare for negotiations

Panel participants will dive into details that make a difference in the proposal evaluation process, with audience interaction to share peer experiences.


  • Derek Rampone, Financial Services Manager, City of Redwood City
  • Mike Gomez, Managing Consultant, SDI Presence LLC