Specifications include, but are not limited to: The Department of Human Services is issuing this request for proposal (RFP) to solicit bids from experienced entities in providing contract lifecycle management software. The proposal must include on-going maintenance and support of the software system. The Department executes and administers approximately 900 contracts per year. The Department desires a software program that will centralize all functions related to the contract process, including drafting, approval, monitoring, tracking, editing, amending, and auditing. The Department would like the new system implemented and functional by the end of calendar year 2023, and is open to a phased-in approach for some features. The Department also requests options within the proposal relating to data migration of existing contracts. The Department will require a minimum of 50 user accounts, with at least 5 admin accounts and the remainder being drafting or approval accounts. 3.1.1 Create and manage user roles (to include different security settings). The users of this system are primarily DHS employees, but there will be times data will be shared outside the agency. Within the agency, DHS needs the ability to constrain access to the system and create roles for drafters, reviewers, and approvers. The “create and manage user roles” needs to have some flexibility as there is the potential of growth in the size and scope of the agency. 3.1.2 House a configurable data visualization dashboard that allows agency staff, and others with permission, to see the progress of a contract through its lifecycle from assignment to staff for request, drafting through different versions, final version, approval, and execution. The ability to drill down into the dashboard to see level detail for each portion. 3.1.3 Obtain a centralized contract repository including embedded documents that aligns with DHS organizational structure. 3.1.4 Automatically perform contract lifecycle workflows. 3.1.5 Include template and clause library to construct consistent and controlled agreements. DHS has contract templates that are reviewed and updated annually. Template editing permissions are restricted to certain users. Drafting users will have the capability to select which template is applicable to the contract being drafted. Additionally, the system should contain the option for customizable data entry tables.
