Request for Proposal Contract Management Software Ogden City Information Technology Division RETURN TO: Ogden City Purchasing Agent 2549 Washington Blvd., Suite 510 Ogden, Utah 84401 Attn: Sandy Poll 1
Ogden City is accepting proposals from qualified companies to provide a contract management software system. Proposal packets may be obtained from Ogden City Purchasing, 2549 Washington Blvd., Suite 510, Ogden, Utah, or by downloading proposal packets from the Ogden City website at http://ogdencity.com/en/doing_business/bids_proposals. Bidders are responsible for securing any and all addenda issued, which will also be posted to this webpage no later than 48 hours before bid closing. Responses to this Request for Proposals shall be submitted to the office of the City Purchasing Agent, 2549 Washington Boulevard, Suite 510 (5th Floor) Ogden, Utah, no later than 2:00 p.m., on November 21, 2014. LATE PROPOSALS WILL NOT BE ACCEPTED. The City reserves the right to accept or reject any proposal as it best serves its convenience and/or is found to be in the best interest of the City. The City reserves the right to issue contracts to multiple vendors. Ogden City encourages and welcomes bids from women and minority owned businesses. PUBLISHED: November 9 th & 12 th, 2014 2
A. PURPOSE OF REQUEST The purpose of this Request for Proposal ( RFP ) is to solicit proposals from qualified companies ( Responder(s) ) interested, knowledgeable, and experienced in providing contract management software systems. Through this RFP process, the City plans to select a firm for contract award that demonstrates specialized experience, strong capabilities, and successful performance in the services described, as well providing a competitive fee proposal. Proposals will be evaluated using the criteria defined herein. Responders shall limit their submittals to the information required herein as well as other relevant information regarding qualifications and experience. B. OVERVIEW Ogden City currently uses an Excel spreadsheet system to track hundreds of contracts. This system tracks each contract individually from the beginning of the contract lifecycle, through execution. As the system does not track post-execution compliance data (contract milestones, renewals, and terminations), the City has realized the need for third-party off-the-shelf or web hosted contract tracking solution that can offer greater functionality and ability to expand. C. STATEMENT OF NEEDS The Responder shall have available and be able to demonstrate the use and functions of the following components and/or features for a Contract Management Software system. It is expected that any provided solution will already be fully developed, tested, offered publicly for sale and available immediately for installation. For this project, Ogden City is not interested in a custom developed solution. 1) Does the solution provide contract and document templates and wizards by contract type? If so, 2) Does your solution support complex contract types, such as master and sub-agreements? If so, 3) Does your solution pre-populate new sub-agreements based on the master? If so, please 4) Does your solution allow the creation of pre-approved clause and language libraries, including fallback clauses? If so, 5) Does your solution provide the capability to notify appropriate users of changes made to preapproved clauses and templates? If so, 6) Does your solution provide redlining, audit trail and version tracking? If so, 7) Does your solution provide for document check-in and check-out capabilities? If so, please 8) Does your solution support electronic signatures? If so, 3
9) Does your solution provide any capabilities for pre-contracting activities, such as e-rfx (RFP, RFI, RFQ) and quote management? If so, 10) Does your solution limit the length of each data field? If so, 11) Does your solution record both internal and external comments during the negotiation process? If so, 12) Does your solution manage contract storage, retrieval and related (scanned images, emails, faxes, or externally generated information) or attached documents? Can this be done in *.pdf, *.doc, and imaged file formats? If so, Please list supported file formats. 13) Does your solution store and search by contract terms, contract name and type, supplier name, contract terms, expiration dates, clauses, keywords, etc.? If so, please explain and provide descriptions of file structures. 14) Does your solution have a file size limit to the number of contracts and other documents that can be stored within the repository? At what point is system functionality or speed compromised? If so, 15) Does your solution support the storage and search of contract-related business documents, such as licenses, certifications, and amendments? If so, 16) Does your solution allow documents to be classified by organization, type, project, or other hierarchical structure in the contract repository? If so, 17) Does your solution allow users to migrate existing contracts (legacy contracts, PDFs)? If so, 18) Does your solution support dedicated graphics such as customers corporate standards for logos, headers, and footers? If so, 19) Does your solution support the full contract lifecycle, from creation through termination? If so, 20) Does your solution allow amending or renewing of contract terms and language in the solution and would the solution notify the parties involved? If so, 21) Does your solution enable e-mail alerts, escalations, and/or workflow triggers based on specific contract milestones, such as volume thresholds, payment schedules, expiration dates, renewal notifications etc.? If so, 22) Does your solution allow for unlimited workflow processes? If so, 23) Does your solution allow unlimited users to be assigned to tasks? If so, 24) Does your solution allow tasks to be escalated based on user-defined rules? If so, please 25) Does your solution allow tasks to be reassigned individually and in bulk to other users? If so, 26) Does your solution allow for reporting on task completion? If so, 27) Does your solution support associated financial processes e.g., invoice reconciliation and payment, billing, rebate management, cash management? If so, 28) Does the solution support the ability to automatically send, receive, track and file completed contracts via Fax? Via email? If so, 4
29) Does your solution enable monitoring of supplier compliance with contractual terms and conditions? If so, 30) Does your solution provide an automated approval routing process for contracts? If so, please 31) Does your solution include menus that are customizable and/or configurable? If so, please list and describe those. 32) Does your solution provide canned reports? If so, please describe, list and provide examples. 33) Does your solution allow for the saving of user created search queries? Can these saved queries be used by other authorized users? If so, 34) Does your solution provide role-based reporting and/or dashboards? If so, 35) Does your solution support performance-based analysis of contract terms and clauses? (For example, can it create a report of which terms and clauses are most frequently changed in modifications?) If so, 36) Does your solution support integration with third-party reporting and analytical tools? If so, 37) Does your solution provide the ability to design customized queries and reports? Does your solution have the ability to schedule reports by interval and by date? Can such reports be automatically distributed to distribution lists? If so, 38) Does your solution have the ability for end-users to provide feedback on contracts? If so, please 39) Does your solution have supplier score card templates? If so, please 40) Does your solution track performance events per contract and log those events? If so, please 41) Does your solution include security audit reports? If yes, please list and 42) Does your solution generate form letters or other form documents? If yes, please list and 43) Does your solution integrate with current Microsoft Word and/or Office applications and legacy Microsoft applications? If so, 44) Does your solution have minimum browser requirements? If so, please list the minimum requirements and also provide a listing of browsers that your solution will function with. 45) Does your solution provide contract migration support services? If so, 46) Does your solution provide systems integration services? If so, 47) Does your solution allow for a web services API to enable integration with 3 rd party systems? If so, 48) Does your solution support real-time integration with transactional systems? 49) Does your solution provide training (e.g., class size, materials, duration, location), initial cut over support (e.g., number of on site or dedicated personnel, duration), and transition to customer self sufficiency (time frame). If so, 50) Does your solution provide a helpdesk for users to call into? If so, please 51) Does your solution allow for single sign on in a Microsoft Active Directory environment? 52) Does your solution provide for various levels of access and permissions? If so, 5
53) Does your solution provide means such as intrusion detection and prevention, vulnerability scanning, real-time monitoring, and the like to protect data confidentiality, integrity, and availability? If so, 54) Does your solution support customization of group permissions? If so, 55) Does your solution support customization of the number of failed login or access attempts that triggers account or data lockout? If so, 56) Does your solution support customized assignment of permission to inspect audit trails and event logs? If so, 57) Does your solution have a restore process when data is lost, corrupted, etc.? If so, please 58) Do members of your firm hold current security, audit, process engineering or other industry certifications for other federal and/or NIST compliance related to you SaaS offering? Please list and provide expiration date or date of next scheduled re-certification. 59) Does your solution include security procedures when a breach occurs? If yes, please 60) Does your solution include customer access to all security breach reports and corresponding logs? If yes, please 61) Does your solution include different types of security audits? If yes, please explain types and how often they are completed. 62) Does your solution allow customer access to your firm s security and audit reports? If yes, please 63) Does your solution provide a guaranteed uptime when hosted in supplier s environment? If so, please 64) Does your solution provide a daily backup of the data? If so, please Where is disaster recovery data stored? 65) Does your solution require certain services to not be available during scheduled backups? If so, please list and describe those services. 66) Does your solution store customer data in the United States? 67) Does your solution have a schedule for updating applications on a regular basis? If so, please 68) Does your solution have the ability to move from a SaaS to an on premise licensing (and vice versa)? If so, please explain? 69) Does each client s data reside on a server just for them or does each server contain multiple clients? Please D. MILESTONE SCHEDULE The proposed milestone schedule is approximate and is subject to change: Advertise RFP November 9 & 12th, 2014 Deadline for Submittal of Proposals November 21, 2014 Evaluation of Qualifications November 24 December 5, 2014 Notice of Award to Selected Responder December 8, 2014 6
Execution of Contract with Selected Responder December 15, 2014 E. PROCEDURES FOR SUBMISSION OF PROPOSALS Responders shall submit three (3) hard copies of their proposals to the Ogden City Purchasing Agent. Proposals must be submitted in a sealed envelope bearing the name of the Responder, addressed as indicated below and clearly marked Contract Management System. Responses to the RFP shall be submitted to: Ogden City Purchasing Agent 2549 Washington Blvd., Suite 510 Ogden, Utah 84401 Attn: Sandy Poll Responses to the RFP are due on November 21, 2014 by 2:00 pm. Questions pertaining to this RFP should be submitted in writing to the address shown above or by e-mail to purchasing@ogdencity.com. Questions must be submitted no later than five business days prior to the RFP closing date and time. To ensure fair consideration for all Responders, responses to the submitted questions will be provided in the form of an addendum to the RFP. Such addenda, if issued, will be posted at the following address listed below no later than 48 hours before the RFP closes: http://ogdencity.com/en/doing_business/bids_tabulations.aspx. Please note that it is the Responder s responsibility to check this site frequently for addenda, which may impact pricing, proposal requirements, and terms and/or conditions. Submissions lacking one or more pieces of the requested information may be deemed nonresponsive. It is the Responder s sole responsibility to read and interpret this RFP and the written instructions contained herein. The City reserves the right to reject any irregular or non-responsive submission and reserves the right to waive any irregularity in submissions. Responses to the RFP that are not received in the Ogden City Purchasing Office prior to the time and date specified will be considered late. Late responses will not be considered for award. The City reserves the right to reject any and all responses at the City s sole discretion. It is the Responder s responsibility to assure the delivery of its responses to Ogden City Purchasing Department prior to or at the designated date and time. In order to facilitate review and evaluation, please submit materials in the correct format as described below. 7
F. SUBMITTAL FORMAT AND CONTENT Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each response in the proposal should reference the number of the corresponding requirement of the RFP. It is also helpful to cite the requirement as it appears in the RFP. Information which the Responder desires to present that does not fall within any of the requirements of the RFP should be inserted at the appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed. Proposals should be as thorough and detailed as possible so that Ogden City may properly evaluate your capabilities to provide the required services. Responders are required to submit the following additional items: Company name and contact information Experience in providing contract management software systems Time frame for implementation/completion Proposed rate schedules for software licensing, on-going maintenance, customer support, data migration, and consultative services G. SELECTION Ogden City will utilize data collected through this RFP process to select finalists for award. Ogden City may interview the finalists and require demonstration the product as part of the selection process. Upon exercising its discretion and determining which firm is best suited to meet the needs of this project, the City will notify all Responders of its decision. H. MISCELLANEOUS The City shall have the right to verify the accuracy of all information submitted and to make such investigation as it deems necessary to determine the ability of the prospective Responder to perform the obligations in the response. The City reserves the right to reject any response where the available evidence or information does not satisfy the requirements of this RFP or does not adequately demonstrate to the City that the prospective Responder is qualified to carry out properly the obligations of the response. Responders are hereby advised that the information provided as a part of all submissions shall become Ogden City property at the time of submission. Information contained in the submissions may be available to the public upon inquiry immediately following the execution of a written agreement with the selected responder. 8