NOTICE IS HEREBY GIVEN
that the County of Ontario will receive Proposals for Electronic Contract Management & eProcurement Software as a Service (R24043). Such proposals must be filed with the Ontario County Purchasing Director, 20 Ontario Street, Canandaigua, New York 14424, on or before 4:00 PM prevailing time, August 8, 2024 at which time the proposals will be opened via Webex meeting.
Meeting Link: https://ontariocountyny.webex.com/ontariocountyny/j.php?MTID=m1868d405d2aeca6bfe28f9e2458e30fc
Meeting Number: 2339 135 5975
Meeting Password: R24043
All questions pertaining to this RFP shall be forwarded in writing to the Director of Purchasing at the address shown above.
Ontario County reserves the right to reject any or all proposals.
Jenifer R. Langer
Purchasing Director
Ontario County Purchasing
PURPOSE OF REQUEST FOR PROPOSAL (RFP)
The Ontario County Attorney, Planning Department, and Purchasing Department are soliciting competitive sealed, fixed price proposals (Proposals) from qualified firms/bidders to provide and implement a web-based software solution for eProcurement and Contract Management functionality to increase efficiencies in the County’s process, in accordance with the terms of this Request for Proposals (“RFP”).
The County is seeking an eProcurement and Contract Management Software Solution (“Solution”) that will drive greater process efficiencies throughout the County’s procurement, and contracting process by:
- Eliminating redundant software applications currently in use.
- Reducing manual, paper-based processes and process cycle times.
- Improve Agency and Department/Vendor interactions with use of the Solution.
The County would prefer the eProcurement and Contract Management Solution to be an end-to-end solution that will allow the County to benefit from efficiencies at every stage of the competitive solicitation process. However, proposals will be accepted for solutions for only one process. The Solution functionality should include, but not necessarily be limited to the following:
- Creation of Request for Information, Request for Quotation, Request for Bids, Request for Proposals, and Sole Source Notification documents.
- Solicitation process management including solicitation issuance and vendor notification, questions/answers, and addenda.
- Vendor Management functionality for vendor registration and selection using NIGP Commodity Codes.
- Electronic Bid/Proposal Submission and Receipt.
- Allow for Hardcopy submission and functionality that will allow the County to create and add a response for evaluation. New York State Law requires the County to provide bidders the option of electronic or hardcopy response.
- Evaluation of Competitive Bids based on lowest responsible bid.
- Evaluation of Competitive Bids based on best value.
- Evaluation of Request for Proposals by best value.
- Robust Evaluation feature including Conflict of Interest and Confidentiality certification, requirement for Evaluator Comments, Consensus Scoring, and highlighting scoring that is a certain percentage above or below the average evaluation scores.
- Contract award and notification.
- Contract Management including streamlined contract creation from solicitation award. The County is looking for contract management functionality that can be used for contracts that are based on solicitations, but also for contracts that are not a result of a solicitation. Access to the system for contract creation from various County departments is also needed.
- Approval Workflow for various steps in the process including approving draft solicitations, award recommendations and contract renewal recommendations.
- Insurance certificate tracking with vendor notification of expiring insurance certificates.
- Vendor Performance Management.
- Reporting that utilizes high-quality data and measurements (KPI’s) about procurement
activities to drive process improvement initiatives.
The Solution shall be a hosted Software-as-a-Service (SaaS) license model that is generally available and currently implemented and utilized by multiple governmental entities. Any solution modifications or additions necessary to enable the Solution to operate according to all technical and functional requirements herein must be approved by the County and must become part of the base product and not require additional fees/costs with future releases or upgrades of the Solution. The County anticipates the Solution to be implemented by December 31, 2024, and in accordance with best practices in implementation, data migration, project management, change management, training, and support. The County also expects that the deployment of the Solution will deliver value early in the implementation.
Additionally, the County intends to provide the ability to piggyback the resulting contract for eProcurement and Contract Management solution to political subdivisions of the State of New York under General Municipal Law §103 (16). The County is requesting a separate detailed proposal detailing how the system could be utilized by political subdivisions located in the County. Specifically, we are looking for pricing and details for these entities, and how the system can facilitate shared services between these entities and the County.
Bidder will coordinate with Ontario County Planning for implementation with participating political subdivision, institutions of higher education, Sewer and Water Districts, or other entities looking for additional services such as integration into their financial systems and/or additional functionality. Work with political subdivisions will be financed through a separate Local Government Efficiency (LGE) grant funded by New York State Department of State.
This Request for Proposals (RFP) provides details on what is required to submit a Proposal in response to this RFP, how Proposals will be evaluated, and what will be required of the selected Bidder in performing the Scope of Work.
The initial contract period will be for three (3) years. The contract may be renewed for up to three (3) additional 3-year terms based on Vendor performance and the availability of funds.
