Contract Management and eProcurement Software

The vendor is required to provide a turnkey software solution for the implementation, deployment, and ongoing support of a countywide contract management and eProcurement solution.
- Contract management component
•    The contract management component must support contract authoring using customizable templates and clause libraries, facilitate collaborative document editing and redlining, and track versions with full audit history. 
•    Approval workflows must be configurable to match the county’s delegation of authority and routing requirements. 
•    The system must enable execution through secure electronic signature integrations, store contracts in a centralized, searchable repository, and issue automated notifications for key milestones. 
•    The county requires dashboards and reporting capabilities to support tracking of contract compliance, utilization, and vendor performance.
- eProcurement component
•    The eProcurement component must provide tools to support vendor self-registration and qualification, electronic creation and posting of formal solicitations, and secure submission and receipt of bids or proposals. 
•    The system must include tools for distributing addenda, facilitating pre-bid Q&A, and automating the evaluation and scoring of vendor responses.
- Functional requirements
1. System overview
•    Capability to spell check 
•    Capability to have language scan (legal check) 
•    Capability for comment assistant 
•    Capability to report unauthorized attempts to access the system.
•    Capability to conduct full text search. 
•    Capability to support mobile use. 
•    Capability to provide visual feedback when system is processing a command 
•    Capability to support e-signature 
•    Access to the system managed by user id and password authentication 
•    Capability for system provide a session timeout warning message. 
•    Capability to track all actions taken by the user in the audit log. 
•    Capability differentiate between active and disabled users 
•    System 100% web based for all users (SaaS) 
•    The supported web browsers and operating systems
•    System provides cut and paste options 
•    Capability to customize email notifications 
•    Capability to utilize AI to assist in drafting, etc.
2. Reports
•    Capability for scheduled reports
•    Capability for ad-hoc reports
•    Capability for custom reports
•    Capability to generate reports with a dashboard interface
•    Capability of batch printing of reports
•    Capability to monitor contract performance, survey and email to end users
•    Ability to export data to various formats i.e. Excel.
3. Contract management
•    Capability to create, modify, store, and use contract templates such as scope of work and work orders to build contracts, amendments, change orders, and other documents. 
•    Capability to provide version and change control enforcement for all contractual agreements. 
•    Capability to link contract agreements with supplemental or supporting documentation. 
•    Capability to view all supporting documentation associated with contracts. 
•    Capability to capture, track, and measure adherence to service level agreements. 
•    Capability to capture, track, and assign to users, contract related compliance and risk requirements. 
•    Capability to apply status labeling (watermarking) to printed documents to differentiate proposed, draft, and final statuses to contract documents. 
•    Capability of providing role-based security for multiple users simultaneously and allow viewing, editing, and downloading of any stored documentation as well as provide segment specific data if deemed confidential or restricted. 
•    Capability to generate notifications for contract milestones (i.e. Expirations and renewal dates) and associated documents, (i.e. Certificates of insurance, bonds, and applicable licensures). 
•    Capability to track project milestones and provide notifications and updates to internal and external stakeholders via email and system alerts. 
•    Capability of integrating or interfacing with other software applications
•    Capability of specifying recipients to receive, view, and approve contractual agreements, and for verifying the user’s review and approval. 
•    Capability to track contract document history of communications between departments and vendors 
•    Capability of providing a centralized contract repository of active and archived documents for the viewing and downloading by internal and external stakeholders and the general public.
4. eProcurement
•    Supports vendor registration with commodity designation. 
•    Supports ability to notify a registered vendor by system generated email when designated commodity code is assigned to a solicitation
•    Supports vendor registration self-service and profile management. 
•    Ability to see which vendors have logged in and viewed a solicitation.
•    Provides secure online bid submission with access to submissions only after set due date. 
•    Ability to receive and respond to questions through the system for each solicitation. 
•    Allows and evaluation committee to be set up with ability for each committee member to score each proposal received. 
•    Capability of system to calculate the total scores for each proposal based on the individual committee member’s scores. 
•    Capability to sort scores highest to lowest, etc.
•    Ability to send award notices through the system to all responding firms to each solicitation. 
•    Ability to report local vendor participation 
•    Ability to report minority participation.