Supplier Contract Tracking Software

The vendor is required to provide the contract tracking system replacement project is to identify and implement a new contract management software solution that enhances efficiency, improves user experience, and supports the organization's needs.
- Document & metadata management
• Centralized document storage for contracts, amendments, change orders, insurance certificates, etc.
• Unique contract numbers that prevent duplication, consistent naming conventions.
• Ability to track contract types, required metadata, and attach relevant documents.
• Retention management: retention periods, manually purge records with audit trails, and automatic notifications for records ready to be purged based on criteria.
• Linking purchase orders (POS) to contracts, with automatic syncing of term dates in outlook.
• Auto-populate supplier information and associated records by supplier id.
• Real-time tracking of contract status, roles, and contract summaries via a dashboard.
- Workflow automation
• Automated workflow for contract review, approval, and signature routing based on contract type.
• Notifications for reviews, renewals, terminations, and insurance expirations; integration with outlook for calendar reminders.
• Auto-routing contracts to users with the correct signing authority, with provisions for out-of-office situations.
• Enforcement of required fields and attachments, ensuring complete information for contract creation.
- Search & access controls
• Advanced search capabilities: wildcards, keyword search, and filtering across all metadata fields.
• Role-based access with permission controls to ensure view-only access where necessary.
• Integration with existing systems (e.g., Laserfiche) for document linking if storage in CTS is limited.
- Audit logs & accountability
• Detailed audit logs tracking changes, who made them, and what was modified.
• System accountability: workflows to ensure users gather all required information and follow procedures.
• Communication logs within contracts for decision tracking, especially when staff turnover occurs.
- Contract development system
• Library of standard contract templates
• Robust library of city provided terms and conditions for use when developing new contract documents
- Data migration & archiving
• Data migration of active and ongoing contracts with historical data accessible from old CTS.
• Migration of files stored on a shared drive into new system and connecting the documents to their associated metadata.
• Retention and purging management to comply with regulatory standards, such as DOD 5015.2- STD compliance for electronic records.
- Ad hoc & scheduled reports
• Reports by contract administrator, contractor, and contract term dates, departments, and specific contract types.
• Analytics on contract amounts, spending limits, supplier performance, and compliance audits.
• Exportable reports, especially to excel, and automated reports sent to relevant stakeholders.
- Special reports
• Destruction reports detailing what was purged, including contract number, contractor, description, and date of destruction.
• Regular, auto-generated reports to monitor active contracts, upcoming renewals, review dates, and terminated contracts.
- Built-in training resources
• Job-aids accessible within the system or linked externally, clear instructions, and process guidance.
• Monthly drop-in training sessions and sandbox environments for testing.
• Training integrated throughout the system (similar to elm’s merit process), with visual aids, regular updates, and role-specific guides.
• System-managed permissions and role definitions, displayed clearly within contracts.
- User-friendly design
• A modern, intuitive user interface.
• Use of plain language for field labels and processes to support staff turnover.
• Training wizards, workflow guidance, and consistent role expectations throughout the contract lifecycle.
- Administrative & security needs
• Permissions assigned by role rather than individual to support transitions.
• Notifications for when contracts near their not-to-exceed (NTE) spending limits.
• Capability to track supplier performance, manage insurance provisions, and enforce contract compliance.
- Enhanced contract integrity
• Ability to flag contracts that involve legal issues, vendor templates, or unique confidentiality terms.
• Track contract amendments in sequence with clear naming conventions for easy reference.
• Tools for consistent intake processes, simplified routing forms, and linking POS to shared supplier contracts.
- Questions/Inquires Deadline: May 13, 2025