Small Business Certification and Contract Management System

The Vendor is required to provide for small business certification and contract management system.
- Implementation and Data Transfer
•    Migrate data from the existing system to the new platform.
•    Ensure accuracy and completeness of data transferred.
•    Provide a test environment to verify successful data migration.
- Training and Support
•    Deliver comprehensive training for internal staff and external vendor users.
•    Develop a plan for ongoing training to ensure continuous skill development.
•    Offer ongoing technical support, including password recovery, troubleshooting, and system guidance.
- System Features
•    Design an intuitive user interface for easy navigation.
•    Create customizable user profiles with permission levels.
•    Enable customizable reporting and forms exportable to Excel or other tools.
•    Integrate communication tools with audit trails.
•    Allow administrative users to customize system fields.
•    Provide bulk data export capabilities.
•    Maintain an audit trail of user activities.
•    Offer a dedicated test environment for training and validation.
- Contract and Compliance Management
•    Support the creation, editing, and management of various contract structures including concessions.
•    Track contract compliance with federal and local regulations.
•    Provide customizable alerts for compliance tasks.
•    Enable bid and proposal management within the system.
•    Monitor contract stages and progress toward program commitments.
•    Integrate with existing city software systems.
- Certification and Prequalification Management
•    Facilitate online application processing for certifications and prequalification.
•    Provide automated notifications for certification deadlines and updates.
•    Record and storing site visit data in compliance with regulations.
•    Manage documents related to certifications securely.
- Outreach and Vendor Engagement
•    Integrate with CRM systems to track outreach activities.
•    Create and managing targeted email campaigns.
•    Monitor vendor responsiveness and engagement.
- Custom Alerts and Analytics
•    Generate alerts for key activities such as expiring certifications and contract goals.
•    Provide search and filter capabilities for vendor directories.
•    Aggregate vendor data for performance metrics and scoring.
- Ongoing Maintenance and Support
•    Provide continuous technical support and software updates.
•    Address system issues and change requests promptly.
•    Ensure customizable reporting for real-time data insights.
-  Optional Features
•    Integrate with external data sources for vendor verification.
•    Create a training video library for vendors.
- Performance Metrics and Monitoring
•    Track compliance with MWBE and DBE goals.
•    Monitor vendor activity and program success.
- Data Migration
•    Ensure seamless migration of data from the existing system to the new platform.
•    Verify data accuracy and completeness during migration.
- Existing City Software Systems
•    Integrate with city software systems such as Workday to import contract and payment data.
•    Ensure compatibility with existing systems for streamlined contract closeout processes.
- Communication Tools
•    Integrate messaging features or Outlook for correspondence between staff and vendors.
•    Maintain an audit trail for all communications.
- CRM Systems
•    Allow integration with external CRM systems (e.g., Salesforce) to track outreach activities and vendor engagement.
- Data Export Capabilities
•    Provide bulk data export functionality through web service APIs or similar interfaces for external data manipulation and reporting.
- Certification and Prequalification Management
•    Facilitate online application processing and document uploads.
•    Provide automated notifications for certification deadlines and updates.
- Contract Management
•    Support creation, editing, and management of various contract structures.
•    Track contract compliance and provide customizable alerts for compliance tasks.
- Reporting and Analytics
•    Enable customizable reporting and forms exportable to Excel or other tools.
•    Aggregate vendor data for performance metrics and scoring.
- User Profiles and Permissions
•    Create customizable user profiles with permission levels for administrative control, prime contractors, and subcontractors.
•    Ensure user authentication and access control mechanisms.
- Document Management
•    Store and manage all communications, documents, and records related to certifications securely.
•    Provide secure document exports as required by federal regulations.
- Training and Test Environment
•    Provide a dedicated test environment for training, testing, and validation.
•    Ensure new features, configurations, and processes can be safely trialed without affecting live data.
- Alerts and Notifications
•    Generate alerts for key activities such as expiring certifications and unattainable contract goals.
•    Provide customizable alerts for compliance tasks and vendor certifications.
- Vendor Directory and Search
•    Provide search and filter capabilities for vendor directories based on specific criteria (e.g., certifications, contract types).

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: October 16, 2025