Contract Lifecycle Management Software Solution

The Vendor is required to provide contract lifecycle management (CLM) system for county departments to have the opportunity to standardize template language, automate workflows, increase visibility for all agreement types, and improve how contracts are managed.
- The solution will provide a single working environment while developing or amending contracts, improve efficiency and visibility, and ensure all contracts are compliant with county requirements and best practices.
- The CLM solution must:
•    Provide a commercial off-the-shelf (COTS) solution that can be configured and implemented without custom development. 
•    The system must be a product that can be deployed in a timely manner and supported by the vendor. 
•    Provide a single source of truth of all contracts being developed, amended, or completed 
•    Support standardized contract processes, implement best practices, while providing flexibility to all depts.
- System requirements
1. Functional requirements:
•    Contract intake and editable templates
•    Workflow and approvals
•    Assembly bill 339 (ab 339, an approval review stop which might require 45 day tracking)
•    Collaboration and email integration
•    Electronic signature (including date and time logging)
•    Search
•    Contract administration
•    Reporting and dashboards
2. Non-functional requirements:
•    Security and compliance
•    Accessibility
•    Interface and usability
•    Integrations
•    Data migration
3. Functional requirements
A. Contract intake and templates
•    Must: system must be a centralized repository for contract templates and legal clauses
•    Must: system must allow required fields, validations, and conditional logics
•    Must: clause library must support version control and restrict editing access to authorized users only
•    Must: system must track all changes and redlining
•    Must: system must allow automated routing based on contract type, department and dollar thresholds
•    Must: ability to generate contracts from templates automatically and be able to add or remove segments of language as needed
•    Must: ability to import contractor templates for use as contract document
•    Must: ability to attach supporting and related documents
•    Nice-to-have: support MS word or pdf for intake process, including documents that were scanned as images
•    Nice-to-have: suggest best practices where existing contract language might improve performance or reduce risk if changed
B. Workflow and approvals
•    Must: workflow must be configurable by county staff without vendor assistance, it staff or custom programming
•    Must: support condition-based workflows that meet department specific requirements
•    Must: support parallel and sequential approvals
•    Must: support alternate workflow and approval layouts to support individual department preferences
•    Must: automated notifications and reminders via email
•    Must: full audit trail of all activities
•    Nice-to-have?: track time spent at each workflow step and easily identify delays or bottlenecks
•    Nice-to-have: set up automatic alerts on overdue approvals
C. Assembly bill 339 (ab 339)
•    Must: automated alerts for expirations, renewals, and milestones
•    Must: support compliance with ab 339 by tracking notice timelines for applicable contracts. 
•    Support contracts where ab 339 review time has been waived or otherwise not required.
D. Collaboration and email integration
•    Must: ability for internal and external users to work from single source of truth, redline tracking, and version history (with comparison).
•    Must: integrate with MS office products – open and edit using MS office without downloading files
•    Must: be able to comment and make internal notes
•    Nice-to-have: ability to share and collaborate via email while automatically capturing and storing all related communications within the system
E. Electronic signature
•    Must: integration with DocuSign and adobe sign
•    Must: support both internal and external users
•    Must: support both electronic and wet signatures
F. Search
•    Must: all contracts must be searchable based on user’s permission
•    Must: advanced search by metadata, keywords, tags and allow full-text search
•    Must: ability to tag and categorize contracts based on contract attributes
•    Nice-to-have: OCR for scanned documents
•    Nice-to-have: public portal to view all finalized contracts and amendments but not internal working notes
G. Contract administration
•    Must: a robust alert and notification capability that is configurable by county users
•    Must: ability to track deliverables and set notifications accordingly
•    Nice-to-have: ability to set performance measures
H. Reporting and dashboards
•    Must: standard out of the box reports that users can use and be able to filter by expense and revenue, department, expiration date, any contract attributes or tags
•    Must: ability for users to build custom reports and dashboards
•    Must: support scheduled reports that can be automatically emailed to users on a weekly or monthly basis based on user’s criteria
•    Must: ability to export out to common formats (csv, excel, pdf).