eProcurement Systems

The vendor is required to provide of e-procurement systems available in order to position city as we seek to transition into an e-procurement system.
- Comprehensive e-procurement system
• Database type and schema
the proposed solution is:
o An intranet browser-based solution that utilizes a MS SQL server database.
o A SaaS solution hosted by the vendor.
o Other – please elaborate.
• Provide an updated copy of the production database schemas for the purpose of understanding the system and generating reports.
• Provide an API that allows city to query and retrieve data as necessary.
2. Database features for archiving, testing, restore, and data integrity
• It must be possible to restore a historical backup of the database and do a forward recovery.
• Editing controls should be in place to protect data integrity by ensuring that incomplete or incorrect data cannot be entered or processed and that entries cannot be processed in the wrong sequence.
• Software should be able to archive and purge selected information in order to remove historical records that are not required to be retained permanently.
• Provide for a solution that permits a production environment and a test environment to reside on the same server so that upgrades and service packs can be tested prior to being implemented in production.
• Production work shall take place on this server unless it is through mutual consent with the vendor and recorded in writing.
3. System security
• The system must include security that logs all database transactions, recording user, date and time.
• Access to the system must be protected by unique user identification codes and passwords. 
• Software must allow assignment of access privileges by user for each system module.
• Software allows the system administrator to create user “profiles” that allow granting security rights to various functions of the system.
• Software offers security feature to grant/deny access to software functions for each user.
• The software provides the ability to set up a user with inquiry-only access.
• Software should not require users to have administrative rights to their pc in order to run the program or execute most functions.
4. Software architecture and system integration
• Software will provide an audit trail of user/date/time when records are added/modified/deleted.
• More than one user may update the database at the same time, in the same program.
• The system should use administrative tables so that common information can be stored in one place and accessed from multiple modules. 
• The system should maintain the ability to export certain data as needed.
• The system allows data to be shared among the different modules.
• Software offers the ability to attach scanned or imported documents (in their native format) to records stored in the database. example: scanned birth certificates, driver’s license, pictures and layouts MS office documents, etc.
5. Interfaces
• The software must have a GUI interface that provides a flexible, menu-driven environment from which the user invokes system functions.
• Software will operate on the latest windows environment if it is not browser based.
• To maintain compatibility with future updates and modifications to MS operating systems such that the software will be compatible with updates and service packs within six months after their public release.
- Solution software requirements
1. E-procurement
• The solution must provide a unified set of processes for all procurement types.
• The solution must possess a configurable workflow engine to both guide users to the appropriate procurement processes and to route the submitted bids through the necessary internal processes.
• The solution should possess the ability to integrate with the city’s financial system (central square) for a variety of reasons.
• Examples of potential integration needs are as follows: approvals, funds availability checking, encumbrance transactions, payment requests, automated billing collection, updates to vendor master records, and other entity transactions.
• The solution must provide an online bid forum to include, competitive automated bidding, online bid submittal, bid-opening, online bid evaluation, and electronic award notification.
• The solution must possess configurable workflow management tools that allow for both the customization and configuration of workflows based on business rules or procurement processes.
• The solution should possess a centralized repository of any and all procurement, contracting, and purchasing related documents.
• The solution should allow for public search capabilities regarding bods, solicitations, and contracts.
• The solution should allow for vendor on-boarding and compliance, vendor registration, vendor self-service, vendor certification processes, and vendor catalog management.
• The solution should possess security and redaction capabilities related to private and proprietary information.
• The solution should allow for a broad range of data analytics and reporting tools to include both public and private dashboards.
• The solution should possess an API that allows for the exchange of data with other systems. 
• The solution must provide contract generation and management. 
• The solution must natively possess or have the potential to interface with ai tools that can be used throughout the bid life cycle.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: July 11, 2025