Integrated Procurement and Financial Workflow Solution

The Vendor is required to provide integrated procurement and financial workflow solution for include:
- General solution requirements
• Provide a centralized, configurable, and user-friendly platform to support procurement, contracting, purchasing, and related financial workflow activities across county departments.
• Support role-based access controls and configurable permission levels.
• Provide reporting/auditing/control functionality based on permission levels.
• Support use by multiple county departments, including procurement and department-level users.
- Requisition intake and financial approval
• Support the submission, review, and approval of requisitions or purchase requests before the start of a solicitation or purchasing process.
• Support budget approval workflows based on county-defined policies, thresholds, funding sources, or purchasing authority.
• Allow approved requisitions or purchase requests to move into the appropriate next step, such as solicitation or purchase order creation.
- Solicitation assembly, evaluation, and award
• Support informal purchasing, price-only bids, and other purchasing processes.
• Allow previous solicitations and related records to be viewed, searched, and referenced within the platform.
• Allow county staff, non-staff evaluators, and other authorized participants to use the platform for evaluations.
• Support different evaluation methods, including weighted scoring, numerical scoring, bonus points, pricing evaluations, and allow scores to be calculated and documented within the platform.
• Support award workflows.
- Contract lifecycle management
• Support the creation, review, approval, execution, storage, tracking, amendment, renewal, and closeout of contracts.
• Assist users with creating contracts using county-provided templates, standard language, or forms.
• Track contract terms, expiration dates, renewal dates, amendments, performance measures, and other key contract information.
- Purchasing, purchase orders, and invoice processing
• Support purchasing activities after requisition, solicitation, contract, or other approval.
• Support purchase order creation, approval, issuance, tracking, modification, cancellation, and closeout.
• Allow purchase orders to be generated from approved requisitions, contracts, quotes, solicitations, or other approved purchasing records.
• Support invoice submission, invoice intake, invoice review, approval routing, and invoice status tracking.
• Provide visibility into purchase order status, invoice status, remaining balances, payment status, or other related transaction history.
- Workflow, approvals, and collaboration
• Support internal and external collaborations.
• Allow redlining and document collaboration for contracts, solicitations, amendments, and other related documents.
• Support workflows with checkpoints at various stages of the procurement, contract, purchasing, and financial approval process.
• Support general county-wide approval workflows and unique departmental workflows.
• Notify users when corrections, approvals, or additional actions are needed based upon standards set by the county.
• Guide users through processes using prompts, templates, required fields, workflow steps, or similar tools.
- AI functionality
• Include available automation or artificial intelligence, where applicable.
• Support AI-assisted drafting of requisitions, solicitations, contracts, and purchase orders.
• Support compliance checks, error detection, validation tools, recommendations, analytics, or insights based on procurement and financial data.