Purchasing Software

The vendor is required to provide purchasing software solution to aid in the creation, review, and posting of RFx documents.
- Requirements
1. RFx template control and compliance
•    Provide robust template management tools that allow for the creation, control, and enforcement of standardized RFx templates. 
•    Prevent unauthorized modifications to core template structures, ensuring conformity with the town’s procurement by-law and compliance with trade agreements and applicable legislation. 
•    Enable project managers to create RFx draft independently of centralized purchasing support. 
•    Allow for multiple users to review and edit RFx drafts simultaneously. 
•    Include compliance validation features that automatically flag deviations from required formats, clauses, or submission protocols. 
•    Support electronic submissions only, in alignment with current practices.
2. Integration or replacement of bids and tenders
•    Either integrate seamlessly with the bids and tenders’ platform or offer a full featured replacement that supports:
o    Project creation and posting workflows.
o    Bidder document uploads and pricing schedules.
o    Submission tracking and award tools.
o    Public and internal visibility controls for procurement leads and team members.
3. Ease of use and administrative efficiency
•    Feature an intuitive user interface that supports non-technical users in drafting, reviewing, and posting RFx documents.
•    Minimize administrative burden by:
o    Automating document assembly and formatting.
o    Providing real-time collaboration tools for internal stakeholders.
o    Offering dashboard views for tracking project status and submission compliance.
•    Include training resources and support options tailored for small municipal teams.
4. Security and governance
•    Ensure secure handling of procurement data in compliance with the municipal freedom of information and protection of privacy act. 
•    Ensure template compliance with applicable free trade agreements and legislation. 
•    Provide audit-ready workflows and maintain a version history of all RFx documents and templates.

- Questions/Inquires Deadline: November 5, 2025