Contract Lifecycle Management Solution

The Vendor is required to provide software as a service (SaaS) contract lifecycle management (CLM) solution that can be implemented without extensive custom development and supported by the vendor.
- Functional requirements
1. Contract intake and request management
• Centralized intake process with dynamic, configurable forms
• Enforce required fields, validations, and conditional logic 3.
• Route requests automatically based on a combination of type of request, contract type, department, and contract amount
• Enable simultaneous routing to key stakeholders (procurement, finance, legal, risk, it)
• Support intake via multiple formats (e.g., web forms, uploaded documents, email ingestion)
• Provide intelligent guidance or recommendations during intake based on contract type or risk
2. Workflow automation and approvals
• Provide configurable workflows managed by county staff without custom coding
• Support parallel and sequential approvals
• Enable condition-based workflows by department or contract type
• Provide automated notifications, reminders, and escalation capabilities
• Provide real-time status tracking across all stages
• Track approval timelines and identify bottlenecks
• Provide visual workflow builders (drag-and-drop interface)
• Track time spent at each workflow stage and highlight delays
• Provide automated escalation rules for overdue approvals
3. System integration
• Integrate with enterprise resource planning (ERP) systems (workday)
• Provide secure, documented APIs for data exchange and future integrations
• Enable data synchronization to reduce duplicate data entry
• Support identity management single sign-on (SSO)
• Pre-built/existing connectors for common government or ERP systems
• Event-based or real-time integration capabilities
4. Contract authoring and template management
• Centralized repository for templates and clause libraries
• Support version control, redlining, and audit tracking
• Enable automated contract generation from templates
• Support both county-standard and vendor-provided agreements
• Allow attachment of supporting documents
• Allow separate management of distinct contract types
• Maintain alignment between procurement outputs and contract terms
• Ai-assisted contract review, clause suggestions or risk flagging
• Ability to recommend alternative language based on best practices
5. Collaboration and document management
• Enable internal and external collaboration within a single system
• Support document versioning and comparison
• Integrate with standard productivity tools (e.g., Microsoft office)
• Capture and store contract-related communications
• Systematically capture and send email communications to contacts
• Platform’s document storage architecture, including but not limited to attachment size limitations, supported file types, retention capabilities, and integration options for externally stored documents
• Real-time co-authoring and commenting capabilities
• Configurable data retention and access policies
6. Contract execution and administration
• Electronic signature capabilities (e.g., DocuSign, adobe sign integration)
• Maintain a centralized, searchable contract repository with metadata tagging
• Track deliverables, milestones, and key dates (including renewals and expirations)
• Configurable alerts and notifications
• Ensure seamless transition from solicitation to contract execution
• Support vendor tracking across multiple contracts and engagement.