Contract Lifecycle Management RFP Development and Solution Selection Support

The vendor required to provide contract lifecycle management (CLM) development and solution selection support to ensure its business, functional, legal, procurement, compliance, and technology needs are identified and accurately reflected in the selection process.
- The primary objectives of this engagement include:
•    Identifying and documenting the County’s functional, technical, security, integration, and workflow requirements for a CLM system. 
•    Developing a formal Request for Proposal (RFP) for CLM solution procurement. 
•    Supporting the County throughout the RFP process, including vendor identification, evaluation support as subject matter expert, and recommendation of a preferred solution. 
•    Assisting in high-level scoping for subsequent project phases including configuration, data migration, testing, training, deployment, and postimplementation support planning.
- Requirement:
1. Requirements Definition
•    Conduct stakeholder interviews, workshops, and process assessments.
•    Document current-state workflows and identify gaps and opportunities for improvement.
•    Define detailed functional, technical, integration, workflow, document management, security, and reporting requirements.
•    Create a comprehensive Requirements Document.
2. RFP Development
•    Draft a complete CLM solution RFP including:
o    Requirements and specifications
o    Use cases
o    Vendor instructions and response formats (standard boiler plates exist)
o    Evaluation criteria and scoring methodology
o    Project assumptions and County background
•    Recommend improvements to the County’s standard procurement processes and templates, as needed.
•    Assist with creation of RFP specifications that is curated to the County’s processes and needs.
3. Vendor Identification
•    Identify a list of CLM vendors that the County should encourage to participate, based on:
o    Fit with public-sector needs
o    Market maturity
o    Integration capabilities
o    Deployment models
•    Provide rationale for vendor inclusion.
4. Evaluation Support
•    Participate in the full RFP evaluation process, including:
o    Reviewing vendor responses for compliance and completeness
o    Facilitating scripted demos
o    Supporting reference checks
o    Clarifying technical and functional aspects of proposals
•    Support County evaluation committees by providing expert commentary and scoring recommendations.
•    Summarize findings and facilitate the selection of a preferred vendor.
•    Final RFP award is solely the decision of the County.
5. Implementation Planning Support
•    Develop a high-level project roadmap for implementation.
•    Provide time, cost, and resource estimates for configuration, testing, training, deployment, and support activities.
•    Identify major risks, dependencies, assumptions, and readiness considerations.

- Contract Period/Term: 3 years
- Voluntary Pre-Bid Meeting Date: December 19, 2025
- Questions/Inquires Deadline: January 2, 2025