Contract Management Software

The Vendor is required to provide contract software solutions which support the lifecycle and management of procurement contract development, execution, and administration.
- System capabilities
1. The system manages the contract lifecycle
• To include drafting, review, evaluation, approval, execution, monitoring, renewals, and closeout
• The system offer progression tracking visible to purchasing and project manager (pm)
• There special features offered for managing cooperative contracts
• The configurability of the approval workflows to include triggers for overdue actions, advanced notification features
• Department access and permissions are administered
• The reporting capabilities with the ability to convert to excel
• Captured in your reports, can it forecast upcoming actions
• Alerts and notifications can be set up and utilized
• Performance tracking feature
• History or audit tracking features by user
2. System capabilities for drafting solicitations, renewals, and contract documents
• Create and store templates, terms and conditions, logos, and standardized documents
• Support digital signatures (internal and external)
• Offer reference checking
• Admin approval processes be incorporated into the workflow
3. The software’s storage capabilities
• To include archival capabilities, how to search and retrieve, hosting environment, data encryption (in transit and at rest), document history, and audit tracking.
• The software allow vendors to upload documents directly (solicitation responses, bonds, and certificates of insurance (COI)
• There an ability to create a required checklist
• Supporting documents cataloged and stored
4. Certificate of insurance (COI) tracking
• Systems capability to link COIs to their corresponding contracts
• Single COI be linked to multiple contracts
• The software permit vendors to view COIs currently on file
• Produce alerts for vendors and county employees when expiring
• Ability to monitor expired and dropped coverages
5. Implementation, training, and pricing
• The typical implementation timeline
• Services are included in implementation
• Pricing model, fees, and storage costs
• Hours of training are recommended and how many of those hours are covered in the base price
• Data migration available
• Additional training options and the cost
• Compliant with ADA accessibility requirements
• Any use and utilization of AI.