Contract Management System

The Vendor is required to provide contract management system (CMS) to support the county department.
- The proposed system must incorporate electronic signatures and seamless approval workflows throughout the entire contract process.
- The project is to streamline the entire lifecycle of contracts, from creation and negotiation to execution, monitoring, and renewal or termination.
- 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 stakeholders 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.
- Ability to create a digital contract.
- Ability to edit and/or revise a contract.
- Ability to create contract templates.
- Ability to have contract version control.
- Ability to create a contract checklist that can guide end users through the contract process for each contract type.
- Ability to set up time limits for each stage of the contract checklist.
- Ability to send email notifications to an end user when updates has been made to a contract.
- Ability for the system to automatically send out a fully executed contract to all signers.
- Ability to create multi-year contracts.
- Ability to see where a contract is at within the contract process.
- Ability to search for a contract by date, vendor's name, and keywords.
- Ability to find exact match terms within a contract.
- Ability to set reminders for any custom dates.
- Ability to track auto renewing contracts.
- Ability to create custom data fields and track them accordingly.
- Ability to assign folders and tags to specific contracts.
- Ability to view and sign contracts via a mobile device.
- Ability to automatically track everything from renewals and expirations to compliance or payment dates.
- Ability to receive key contract date notifications.
- Ability to send automated email reminders internally and externally.
- Ability to set recurring dates and reminders. (i.e., daily, weekly, monthly, quarterly, or annual).
- Ability to track the contract's status from first draft to post-execution.
- Ability to create a contract lifecycle.
- Ability to send documents directly into and from the system.
- Ability to convert scanned documents into searchable text via OCR.
- Ability to download a backup of all documents at any time.
- Ability to track contract dates.
- Ability to have various departments/end users collaborate on a contract. (i.e., legal team to finance to department to vendor).
- Ability to have a template library with customizable clauses.
- Ability to drag-and-drop interface for easy contract assembly.
- Ability to generate contracts from pre-defined data fields.
- Ability to have version control to track changes during drafting.
- Ability to utilize a clause library and editing tools for drafting new contracts.
- Ability to set restrictions for Legal reviews.
- Ability to place a contract "on hold" if there are identifiable issues.
- Ability to reject and approve a contract.
- Ability to have an internal comments section that is only visible to internal staff such as the department, Finance, and Legal.
- Ability to have a contract checklist built within the system to be a guide for completing the contract.
- Ability to compile select supporting contract documents into one final packet.
- Ability to manage any type of contract or agreement.
- Ability to link related contracts and amendments.
- Ability to track contract milestone dates.
- Ability to create file and sub-file folders for each contract.
- Ability to do data and bulk importing.
- Ability to do automated contract data extract utilizing artificial intelligence (AI).
- Ability to utilize artificial intelligence (AI) to extract legal text and clauses using natural language processing (NLP).
- Ability to use artificial intelligence (AI) to automatically pull data from contracts.
- Ability to connect to Microsoft Graph via an integration or connector.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 20, 2025