Contract Life Cycle Management System

The Vendor is required to provide contract lifecycle management (CLM) system that enables departmental participation while maintaining procurement office governance and oversight.
- Objective
•    Provide a centralized repository for all contracts
•    Enable categorization and organization by department and contract attributes
•    Support role-based access allowing departments to manage their contract data
•    Provide full visibility and oversight to procurement
•    Support reporting, tracking, and audit capabilities
•    Provide automated alerts for key milestones (e.g., expirations, renewals)
- Requirement:
1. System overview
•    Description of the CLM solution
•    Deployment model (cloud, on-premises, hybrid)
•    System architecture overview
2. Contract repository and organization
•    How contracts are stored and managed
•    Ability to categorize by department, contract type, vendor, and status
•    Search, filtering, and tagging capabilities
3. Role-based access and governance
•    Description of role-based access controls
•    How departments can manage their contracts while maintaining centralized visibility
•    Controls for restricting editing and ensuring data integrity
4. Workflow and lifecycle management
•    Contract creation, review, approval, and modification workflows
•    Version control and audit trail capabilities
•    Management of amendments, renewals, and closeout
5. Alerts and notifications
•    Automated alerts for contract expiration, renewals, and compliance deadlines
•    Configurability of alerts and notifications
6. Reporting and dashboards
•    Standard and customizable reports
•    Dashboards (e.g., by department, expiration timelines, contract status)
•    Data export capabilities
7. Integration capabilities
•    Integration with procurement and financial systems
•    API availability and data exchange methods
8. Implementation and support
•    Typical implementation timeline for similar organizations
•    Required client resources
•    Training, onboarding, and change management support
9. Security and compliance
•    Data security measures and certifications
•    Compliance with public sector standards
•    Audit logging and user activity tracking
10. Pricing structure (optional)
•    High-level pricing model (subscription, licensing, user-based)
•    Estimated implementation costs.