The vendor is required to provide a contract management system (CMS) to support the streamline the entire lifecycle of contracts, from creation and negotiation to execution, monitoring, and renewal or termination.
- System must incorporate electronic signatures and seamless approval workflows throughout the entire contract process.
- It is imperative that the County maintain compliance, mitigate risks, improve efficiency by centralizing and automating the management of contractual agreements, improve accessibility, and maximize value.
- Increased efficiency – Reduce time spent on manual paperwork, approvals, and contract tracking.
- Cost savings – Minimize expenses related to printing, mailing, storage, and document retrieval.
- Faster contract turnaround – Speed up contract creation, negotiation, signing, and execution.
- Improved compliance and security – Ensure better adherence to regulatory requirements and secure sensitive data with encryption and access controls.
- Enhanced accessibility – Allow stakeholders to access, review, and sign contracts from anywhere, anytime.
- Better version control – Avoid errors from multiple versions and ensure everyone is working on the latest document.
- Automated workflows – Streamline approvals, notifications, and reminders to reduce bottlenecks.
- Reduced risk of errors – Minimize manual data entry mistakes and ensure contract accuracy.
- Enhanced visibility and tracking – Enable real-time status tracking and audit trails for improved accountability.
- Sustainability and environmental benefits – Reduce paper usage, contributing to eco-friendly business practices.
- Optical character recognition (OCR) and artificial intelligence (AI) – Increase search ability within the database and enhances the contract terminology.
- External vendors and/or county stakeholder’s collaboration within the platform – Allows external vendors to collaborate with the drafting and editing of a contract.
- Electronic signatures – Ability to sign legal binding documents with electronic signatures from within the system and provide an evidence summary.
- Templates creation – Ability to create and edit templates within the system.
- External contracts – Ability to import and edit external contracts from within the system.
- System configuration and customization to support the County’s contract process.
- User roles and permissions setup.
- Security setup.
- Interface development to include those that are listed within the requested functional requirements Excel spreadsheet.
- Application training for County Staff. (i.e., Department Administrative, Finance, Legal, etc.).
- System Admin training for county innovation and technology services (ITS) key staff.
- Vendor configuration review sessions.
- Templates, forms, checklists, and workflow creation and validation sessions.
- Data dictionaries.
- Entity relationship diagrams (ERDs).
- User acceptance testing (UAT).
- Support reporting requirements.
- Provide a test and production environment.
- Optical Character Recognition (OCR).
- Artificial Intelligence (AI).
- Provide Application Programming Interfaces (APIs) reference, if available.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: February 21, 2025