The vendor is required to provide management software info gathering for include:
1. Vendor portal
• Free and accessible platform for vendors to register, maintain profiles, and submit solicitations, invoices, w-9’s, insurance and other documentation.
• Support service for vendor registration.
• Ability to check vendor registration against current databases (e.g., sam.gov).
• Ability to track vendor compliance and diversity metrics.
• Communication tools for bid Q&A, updates, and addenda.
• Ability to register with NIGP codes for solicitation.
• Ability to interface with county’s financials and ERP system (MUNIS). 2. Signature management & approval routing:
• Configurable multi-step approval workflows.
• Audit trail for all procurement transactions.
• Collaborative features for solicitation drafting and approval workflows, inclusive of a variety of waivers.
• Electronic signature capabilities with secure authentication. ability for stakeholders to digitally sign contracts.
• Ability to approve documents at different levels (department, corp counsel, administrator, etc.) and track status from development to execution with ability to assign/delegate tasks.
• Record(s) identified as the final executed document for retention.
• Include multiple document types inclusive of state, federal grants and agreements.
3. Solicitation & contract management:
• Automated solicitation drafting, notification, evaluation, and awarding.
• Template library access that includes board documents, revenue agreements, contracts, amendments, addenda, and other types of agreements, inclusive of grants.
• Access to a library of solicitation templates including rfp’s, contracts and amendments that are configurable for specific organizational and sub organizational views.
• Library with capability to prevent duplicates and grant access for importing and purging or records destruction timelines and approvals.
• Incorporates a variety of documents/correspondence on contract such as vendor performance issues, non-compliance, remedies or correspondence and end reports.
• Ability for collaborative writing/development of the solicitation document (multiple writers).
• Ability to search for and track changes on documents, including reporting on user timelines during solicitation cycle and task assignments.
• Automated solicitation calendar & checklist for projects.
• Contract creation, execution, milestone renewal tracking and retention.
• Ability to track insurance expirations by type of insurance, send renewal notices, and applicable waivers.
• Integration with finance and compliance systems.
• Notification features for renewals and compliance documents inclusive of insurance expirations and renewals.
• Ability to report on bonds.
• Option to conduct price-only bids.
• Ability to pre-register qualified vendors for pre-bid meetings.
• Ability to provide confidential site plans to potential bidders.
• Ability to create private solicitations to targeted suppliers for informal solicitations.
• Support services for system navigation, system administration, tracking, escalation and resolution of defects, enhancements, and bug injections.
• Support for the release of scheduled upgrades, etc.
• Construction solicitation, contracting, bonds and insurance requirements.
• Ability to secure records by record as confidential or restricted access, litigation holds or other legal remedies.
• Must retain contracts easily accessible for compliance with legal requirements such as subpoenas, FOIA, litigation, and litigation holds. 4. Evaluation and awarding:
• Automated scoring tools and sealed bid submission.
• Instant price and cost analysis (automatic population of bid submissions to tabulation) with analysis capability.
• Weighted average unit pricing availability.
• Reporting on vendor evaluation results and audit trails.
• Ability to add ad-hoc approvers and collaborators for the rfp evaluation process.
• Access to a variety of evaluation processes to select from (e.g., pass/fail, numerical quantitative scoring, bonus point allocations and quantitative fee proposal, etc.).
• Automatic calculation of evaluator scores/ranking.
• Embedded conflict of interest forms for evaluators.
• Capability to retain the evaluation audit trail and pertaining documents.
• Capability to publish evaluation attachments in the system & on our public website. 5. Dashboards and reports:
• Real-time dashboards for project tracking and procurement performance.
• Customized reporting capabilities for spend analytics and vendor performance.
• Advanced analytics for spending, vendor performance, insurance, and contract cycle time.
• Dashboard views at various levels: staff, management, Corp counsel, risk management and executive leadership.
• Team performance index (e.g., staff assignments and project status).
6. Technology and security:
• Cloud-based solution with high availability and disaster recovery plans.
• Compliance with industry standards for data security and user access controls.
• Compliance with federal and local security requirements.
• Role-based access controls with single sign-on (SSO) capability.
• Ability to restrict or limit access and place litigation holds that may override retention or viewing access.
7. Procurement workflow automation
• End-to-end procurement process management with automated routing for approvals.
• Real-time status tracking.
• Notifications and alerts for pending approvals or missing signatures.
• Capability to assign workflows, collaborate and auto notify involved parties.
• Ability to assign multiple approvers to a specific document with audit history and automated prompting of approve request to the approver.
• Ability to communicate status’ and or remedy errors.
8. Contract management
• Auto tracking of contract data for use in dashboards and reports and ability to write parameters for new reports
• Automatic communication regarding document renewals to vendors (contract and insurance).
• Ability to schedule communications.
• Auto tracking of contract amount details such as contract spend, invoices paid, encumbrances, insurance expiration dates, etc.).
• Exportable vendor performance analysis.
• Ability to flag vendor issues including debarment, poor performance, etc.
• Ability to provide internal roles.
• Ability to upload documents from outlook.
• Ability to upload documents that were executed outside the proposed software solution.
• Ability to assign/reassign “tasks” or workflow.
• Ability to view and edit agreements executed by the county, multiple version/track changes comments, accept/reject.
• Ability to view and edit agreements executed by the vendor (vendor contract boilerplates).
• Ability to keep confidential contract to department or designated view only. ability to “label” as confidential, trade secret, or access limitations.
- Contract Period/Term: 3 years