Proposers may submit questions through the County's eProcurement Portal, under the Question & Answer Section, no later than 4:30 pm on the date set forth in Section 2.2. Proposers must be registered in the eProcurement Portal software to submit questions, receive addendums and notifications, and ultimately submit a proposal. Proposers may only rely on written statements issued by the County. Any oral communications are unofficial and are not binding on the County.

The ASP will be expected to enter into a contract which is substantially the same as the Sample Contract and its General Terms and Conditions attached as Exhibit C. In no event is a Proposer to submit its own standard contract terms and conditions in response to this solicitation. If a Proposer has a concern regarding a certain General Term & Condition, they can raise the issue per the Questions and Answers section of this solicitation.

An Application Evaluation Committee (AEC) will review the bidding documents and evaluate all responses received based upon the criteria listed herein. The County may request clarifications or additional information, if needed. As part of the evaluation process, Pierce County may invite the highest-ranked proposers to participate in product demonstrations.Demonstrations will be conducted with the top ranked vendors based on proposal scoringVendors must demonstrate key functionality aligned with the Scope of WorkDemonstrations may be conducted virtually (e.g., Microsoft Teams or Zoom)Vendors must substantiate claims made in their proposals using real-world use casesDemonstrations will be scored and factored into the final evaluationVendors must provide tailored demo scenarios using County-specific use casesSandbox or trial environment for hands-on evaluationAt its discretion, the County may conduct reference checks for one or more Proposers at any stage of the evaluation process. Reference information may be considered in determining the highest-ranked Proposer and may also be used to differentiate between Proposers with substantially equivalent evaluation results. The County intends to select the Contractor most qualified for this pursuit/solicitation and begin the negotiation and award process based on the requirements of this solicitation.Selected Proposer(s) will be invited to enter into contract negotiations with the County. Should the County and the selected proposer not reach a mutual agreement, the County will terminate negotiations and move to the next ranked contractor and proceed with negotiations. A Proposer’s inability to agree to the terms of the County’s standard contract may be a basis for the County to terminate negotiations and begin negotiating with one or more other Contractors.

This RFP does not obligate the County to contract for services specified herein.

Pierce County is seeking to implement an enterprise Contract Lifecycle Management (CLM) solution to standardize and modernize contract management across all departments. The solution will centralize contract activities, automate workflows, improve visibility into all agreement types, and strengthen compliance with County requirements and best practices. The goal is to improve how contracts are created, reviewed, approved, executed, amended, tracked, and closed out. The ideal solution will reduce administrative burden, increase process efficiency, enhance transparency, and provide reliable reporting to support data-driven decision-making. The selected solution should provide a single working environment for all contract-related activities while integrating with the County’s existing enterprise systems.

PROPOSERS WHO REGISTER AND DOWNLOAD RFP DOCUMENTS will be automatically added to the FOLLOWERS' list in the County's eProcurement Portal. Notifications for solicitation updates, addendum and other procurement information will be sent to all who register on the Pierce County eProcurement Portal.

The initial period of performance of any contract resulting from this procurement is anticipated to begin on or around November 1, 2026 and end on October 31, 2028. Amendments extending the period of performance, if any, shall be at the sole discretion of the County. The County reserves the option to extend contracts for additional terms of two years each. However, no Contractor will be guaranteed an extension.

“Apparently Successful Proposer (ASP)” means a proposer selected as an entity to perform the anticipated services, subject to completion of contract negotiations and execution of a written contract."Applicant," "Bidder," and "Proposer" mean an organization, agency or provider that submits a formal response to this procurement."Application," "Bid," or "Proposal" mean a formal response to this solicitation. “CFR” means Code of Federal Regulations.“Contractor” means an individual or organization whose proposal has been accepted by the County and has been awarded a fully executed, written contract.“Procurement” means the process by which the County obtains services.“Request for Proposal (RFP)” or "Solicitation" means this document and its attachments in which needed goods and/or services are identified and organizations are invited to provide information as to how they propose to meet the County's needs. “RCW” means Revised Code of Washington."SaaS" means Software as a Service.“WAC” means Washington Administrative Code.

Pierce County is seeking a configurable, Software as a Service (SaaS) CLM solution that can be implemented without extensive custom development and supported by the vendor. The solution must provide a centralized, secure, and scalable platform to manage the full contract lifecycle while supporting standardized processes and department-specific flexibility.The requirements are divided into functional (what the system does) and non-functional (how the system performs) categories. Each requirement is identified as Must or Nice-to-Have.

The County will notify all proposers of the outcome of their proposal in writing upon completion of the evaluation process.

Welcome to Pierce County's eProcurement System. This system is inclusive to the procurement process, including submission of any questions and/or clarifications, the release of any addenda/notices, and submission of proposals. It is strongly encouraged that organizations responding to any procurement first read the entire procurement, paying close attention to the timelines, scope of work, eligibility, submission requirements, and specifically to the questionnaire section, which may include required attachments (when applicable), and ask for any clarifications regarding content and instructions early in the process.

The Washington State Interlocal Cooperation Act, Ch. 39.34 RCW, authorizes public agencies to cooperatively purchase goods and services if all parties agree. By responding to this RFP, Consultants agree that other public agencies may purchase goods and services under this procurement or contract at their own cost and without Pierce County incurring any financial or legal liability for such purchases. Pierce County agrees to allow other public agencies to purchase goods and services under this procurement or contract, provided that Pierce County is not held financially or legally liable for purchases and that any public agency purchasing under such procurement or contract file a copy of this invitation and such contract in accordance with RCW 39.34.040.

The County reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the Proposer can offer. There will be no best and final offer procedure.The ASP should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or all of the Proposer’s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the County.

A virtual or in-person Procurement Workshop will be conducted by Pierce County staff at the time, date, and location as indicated in the Procurement Schedule section of this RFP.Pre-proposal meeting attendance is not required but is highly encouraged for all organizations considering a response to this solicitation. It is the County’s belief that attending the meeting will assist proposers in presenting the best possible request for funding. During the Pre-Proposal Meeting Workshop, Pierce County staff will give an overview of the procurement, the procurement process, an overview of the requirements, and will also be available to answer questions and provide technical assistance. Please have the instruction/proposal packet available as well as any questions that the organization may have related to the procurement. The County will be bound only to written answers provided in response to questions. Questions arising during the Procurement Workshop will be documented and answered in the eProcurement Portal.

Protests may be made only by Proposers or authorized representative of a Proposer who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the Proposer is allowed five (5) business days to file with the Procurement Coordinator a protest of the award decision. Protests must be received by the Procurement Coordinator no later than 3:30 PM, local time in Tacoma, Washington on the fifth business day following the debriefing. Protests must be in writing, addressed to the Procurement Coordinator, and submitted by email to PCPURCHASING@piercecountywa.gov. The protest must state the RFP number, the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included.Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Proposers under this procurement.Only protests stipulating an issue of fact concerning the following subjects shall be considered:A matter of bias, discrimination, or conflict of interest on the part of an evaluator.Errors in computing the score.Non-compliance with procedures described in the procurement document or County policy.Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such as: 1) an evaluator’s professional judgment on the quality of a proposal, or 2) County’s assessment of its own needs or requirements.Upon receipt of a protest, a protest review will be held by the County. The Finance & Enterprise Services Department Director or an employee delegated by the Director who was not involved in the procurement will consider the record and all available facts and issue a decision within five (5) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay. In the event a protest may affect the interest of another Proposer who also submitted a proposal, such Proposer will be given an opportunity to submit its views and any relevant information on the protest to the Procurement Coordinator. The final determination of the protest shall:Find the protest lacking in merit and uphold the County’s action; orFind only technical or harmless errors in County’s procurement process and determine County to be in substantial compliance and reject the protest; orFind merit in the protest and provide the County options which may include:Correct the errors and re-evaluate all proposals, and/orReissue the solicitation document and begin a new process, orMake other findings and determine other courses of action as appropriate.If a protest is filed, the County will wait to execute the contract until a final determination on the protest is made.

Any Proposer, who was not disqualified, who has submitted a proposal and been notified that they were not selected as an ASP may request a debriefing. The request for a debriefing conference must be received by the Procurement Coordinator within 5 days of having been notified that they were not selected.Discussion at the debriefing conference will be limited to the following:Evaluation and scoring of the Proposal.Critique of the requesting Proposer’s Proposal based on the comments made by the Application Evaluation Committee or individual comments made by an evaluator; andReview of Proposer’s final score in comparison with other final scores without identifying the other firms.Comparisons between proposals or evaluations of the other proposals will not be allowed. Debriefing conferences may be conducted in person or remotely and will be scheduled for a maximum of one (1) hour.

The County complies with the Americans with Disabilities Act (ADA). Bidders should contact the RFP Coordinator to request an accommodation.

Proposal Release Date:July 10, 2026Pre-Proposal Meeting (Non-Mandatory):July 20, 2026, 11:00amJoin Zoom Meetinghttps://piercecountywa.zoom.us/j/94666912303?pwd=JZF4NbVhSlBsW6ZtNHOE688cOPCFUY.1Meeting ID: 946 6691 2303Passcode: 367568Question Submission & Concern Resolution Request Deadline:August 17, 2026, 4:30pmProposal Submission Deadline:August 21, 2026, 2:00pmDemonstration Dates:Week of August 31, 2026Evaluation Process Completion:Week of September 7, 2026Estimated Date of Notice to Successful/Unsuccessful Proposer(s):Week of September 14, 2026Deadline for Unsuccessful Proposers to Request a Debriefing:5 business days after Notice is issuedHold Debriefing Conferences:Within 5 business days after Debriefing Request DeadlineEstimated Date of Contract Execution:November 1, 2026 The County reserves the right to revise the above timeline.

This procedure is available to potential Proposers who are contemplating submitting a proposal in response to this RFP. Only Concern Resolution submissions (Submissions) concerning the following subjects shall be considered:A claim that the solicitation unnecessarily restricts competition.A claim the solicitation evaluation or scoring process is unfair or flawed, orA claim the solicitation requirements are inadequate or insufficient to prepare a response.Proposers submitting a concern about this procurement shall follow the procedures described below. Submissions that do not follow these procedures shall not be considered. If a Proposer registers a concern against this solicitation, the issue(s) cannot be raised again during the protest period.All submissions must be in writing and signed by the submitting party or an authorized Agent. The submission must be sent to the Procurement Coordinator, or designee, and needs to be received no later than 4:30 pm, local time, Tacoma, WA, per Section 2.2 Timeline, and must clearly articulate the basis for the submission. The Proposer submitting a concern must also include a proposed remedy.Upon receipt of a submission, a submission review will be held by the County. The RFP coordinator will respond to submissions in writing and the Finance & Enterprise Services Department Director will be notified of all submissions and provided a copy of the County’s response. A copy of the response to the submission, including any changes to the solicitation, will also be posted in County's eProcurement Portal.The concern resolution process does not include an appeal process.

Pierce County currently manages contracts through decentralized systems, manual processes, and department-specific practices. While standard templates exist, there is no unified system or consistent process for managing contracts across the organization. The County manages a significant and growing contract portfolio, including more than 5,000 active contracts, approximately 900 new contracts, and 350 formal solicitations annually. These activities generate over 13,000 workflow steps in systems such as Workday and OpenGov. Despite this scale, contract-related activities and communications are often handled through email, shared drives, and disconnected tools, resulting in fragmented and inefficient workflows. Contracts and supporting documents are stored inconsistently across systems, limiting visibility and making it difficult to track contract status, amendments, approvals, and version history. Departments rely heavily on manual processes, increasing administrative burden and introducing risks related to compliance, missed deadlines, and incomplete documentation. These challenges create inefficiencies and risks, including:1. Limited visibility into contract status, amendments, and approvals2. Inconsistent processes across departments3. Difficulty tracking deadlines, renewals, and compliance requirements4. Limited reporting capabilities and data insights5. Increased operational, compliance, and financial riskAs contract volume and complexity continue to grow, the County requires a centralized, enterprise-grade CLM system to standardize processes, improve collaboration, and provide a single source of truth for contract management. Implementing a countywide CLM solution will automate routine tasks, reduce reliance on email and shared drives, and centralize contract data. A centralized repository with built-in audit trails and version control will strengthen oversight, improve transparency, and support policy compliance. Standardized workflows and real-time reporting will enhance accountability, enable data-driven decision-making, and improve monitoring of contract performance, vendor compliance, and risk. This initiative aligns with Pierce County’s commitment to accountability and good governance by increasing transparency, improving operational efficiency, and reinforcing public trust. Existing enterprise systems (e.g., Workday, OpenGov) will remain systems of record where applicable, with the CLM solution integrating to support the full contract lifecycle.

The County will not be liable for any costs incurred by the Proposer in preparation of a proposal submitted in response to this RFP, in conduct of a presentation or interview, or any other activities related to responding to this RFP.

Pierce County, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

In the event it becomes necessary to revise any part of this RFP, addenda will be published in the County's eProcurement Portal.All amendments and notifications of cancellation shall be posted in the County's eProcurement Portal. If you did not receive this solicitation via the County’s eProcurement Portal, please register there to receive further notifications.The County also reserves the right to amend or add to, retract from, or cancel this Procurement at any time, in whole or in part, and without penalty.In the event of a conflict between amendments or between an amendment and this Solicitation Document, the document issued latest in time shall control.

The proposal must be received by the time/date as indicated in Section 2.2.

Proposers who do not meet these minimum qualifications will be considered non-responsive and their proposal will not be evaluated or scored.Security and AccessMust: Support role-based access controlsMust: Support single sign-on (SSO) and enterprise identity managementMust: Ensure data encryption at rest and in transitMust: Maintain comprehensive audit logsMust: SOC 2 Type 2 or ISO 27001 certificationGeneral Technical RequirementsMust: Integrate with the County’s Active Directory system using Microsoft Entra ID as the Identity Provider (IdP) and utilize Security Assertion Markup Language (SAML 2.0) or OpenID for single sign-on as the preferred authentication protocol.Must: County data will be encrypted in transmission and at rest at a level equivalent to, or stronger than, 128-bit level encryption.Must: Technical support must be available between the hours of 8:00 am and 5:00 pm Pacific Time with 24hr service available for emergencies.Must: If the contract is terminated for any reason, upon request, the Vendor will provide the County a database copy of the current and complete database, in a mutually agreed upon format, no later than 30 days after termination. There will be no additional charge to the County. No data can be retained by the Vendor in any media (including hard copies) after termination of this contract. SaaS Requirements Must: The Vendor’s hosting services availability will be 99.9% or greater per month and have defined maintenance windows. Service availability is calculated as: 100% minus [%Vendor downtime for maintenance outside of defined maintenance windows + %System Outage + %Performance Event].Service Credits. In the event the service is not available for 99.9% for a given month, a credit will be applied to the next invoice equal to the value of the downtime (calculated based on annual maintenance fee)Must: The Vendor will not modify County data, disclose County data (except as compelled by law or if permitted by the County), or access County data, except to prevent or address service or technical issues, or at the County’s request. The Vendor shall promptly notify the County of any subpoena, court order, or request by a third party for County data. Must: Vendor must have an incident response plan and process in place to ensure Pierce County is notified of a data security breach, or potential data security breach within 24 hours of identification.Must: Vendor must describe how they will ensure the proposed solution meets and maintains compliance with the latest published version of WCAG (Web Content Accessibility Guidelines) (currently 2.2) A and AA success criteria, in line with regulation requirements and best practices.

Proposals will be scored by consensus. Members of the AEC will score proposals individually and then meet to determine the final independent score for each proposal.In the event the AEC has clarifying questions for a proposer, they shall notify the Procurement Coordinator who will, in turn, send the question(s) to the appropriate proposer. The Procurement Coordinator shall provide a deadline for the answers and shall then notify the AEC members of the response. If members of the AEC wish to change their original scores based on the response to the clarifying question(s), they shall notify the Procurement Coordinator who shall determine the proper subsequent process.The County reserves the right to award the contract to any organization or combination of organizations whose proposal(s), in the opinion of the County, is in the best interest of the County.

The County reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP.

All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this solicitation. The Proposer is specifically notified that the County may reject or withdraw a proposal at any time as nonresponsive for any of the following reasons:Incomplete proposal,Failure to comply with any part of this solicitation or any Attachments to this procurement,Submission of incorrect, misleading, or false information.The County also reserves the right, however, at its sole discretion to waive minor administrative irregularities, which are defined as variances which do not provide a proposer an advantage or benefit over other proposers.

Organizations should be aware that any records they submit to the County or that are used by the County even if the organization possess the records, may be public records under the Washington Public Records Act (RCW 42.56). The County must promptly disclose public records upon request unless a statute exempts them from disclosure. Organizations should also be aware that if even a portion of a record is exempt from disclosure, generally, the rest of the record must be disclosed. Exemptions are narrow and specific.Organizations should clearly mark any record they believe is exempt from disclosure.

The RFP Coordinator is the sole point of contact in the County for this procurement. All communications between the Proposer and the County upon release of this RFP shall be with the RFP Coordinator.Anne Marie EdmundsProcurement & Contract SpecialistEmail: annemarie.edmunds@piercecountywa.govPhone: (253) 798-7456Department:Information TechnologyAny other communication will be considered unofficial and non-binding on the County. Proposers are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Proposer.

The total approximate value of this procurement for implementation services and first year fees is $600,000 with an estimated on-gong annual charge of $365,000. Year-to-year annual uplifts are not to exceed 3%. The County anticipates awarding a single contract from this procurement. The County reserves the right to make fewer awards or no awards, based on the quality and scope of proposals received, available funding, and identified service needs.The County may negotiate budgets and service levels to ensure the most effective use of funds and equitable coverage across providers. The County reserves the right to adjust award amounts at its sole discretion.Additional federal, State, or local funds may become available during the contracting cycle and allocated through this solicitation. Funding may only be awarded for the same scope of services as described in this solicitation. It is important to note, any contract awarded as a result of this procurement is contingent upon the availability of funding. If at any time during the term of the contract the funding relied upon for the contract is reduced, modified, or eliminated, or if the funding terms are modified, Pierce County reserves the right to amend the contract as appropriate or to terminate the contract.

Follow instructions carefully - if attachments are provided under this solicitation, they are to be utilized as part of the proposal - do not replace or use the organization's own format, as the proposal may be deemed "non-responsive" or "not eligible."

The CLM solution must:Provide a single source of truth for all contracts (draft, active, amended, and completed).Standardize contract processes while allowing configurable workflows by department and contract type.Improve contract visibility, reporting, and compliance.Offer a modern, intuitive user experience accessible via desktop and mobile devices.Integrate with existing enterprise systems (e.g., Workday, OpenGov).

Contract Intake and Request ManagementMust: Provide a centralized intake process with dynamic, configurable formsMust: Enforce required fields, validations, and conditional logicMust: Route requests automatically based on a combination of type of request, contract type, department, and contract amountMust: Enable simultaneous routing to key stakeholders (procurement, finance, legal, risk, IT)Nice-to-Have: Support intake via multiple formats (e.g., web forms, uploaded documents, email ingestion)Nice-to-Have: Provide intelligent guidance or recommendations during intake based on contract type or riskWorkflow Automation and ApprovalsMust: Provide configurable workflows managed by County staff without custom codingMust: Support parallel and sequential approvalsMust: Enable condition-based workflows by department or contract typeMust: Provide automated notifications, reminders, and escalation capabilitiesMust: Provide real-time status tracking across all stagesMust: Track approval timelines and identify bottlenecksNice-to-Have: Provide visual workflow builders (drag-and-drop interface)Nice-to-Have: Track time spent at each workflow stage and highlight delaysNice-to-Have: Provide automated escalation rules for overdue approvalsSystem IntegrationMust: Integrate with Enterprise Resource Planning (ERP) systems (Workday)Must: Provide secure, documented APIs for data exchange and future integrationsMust: Enable data synchronization to reduce duplicate data entryMust: Support identity management Single Sign-On (SSO)Nice-to-Have: Pre-built/Existing connectors for common government or ERP systemsNice-to-Have: Event-based or real-time integration capabilitiesContract Authoring and Template Management Must: Provide a centralized repository for templates and clause librariesMust: Support version control, redlining, and audit trackingMust: Enable automated contract generation from templatesMust: Support both County-standard and vendor-provided agreementsMust: Allow attachment of supporting documentsMust: Allow separate management of distinct contract types (e.g., prevailing wage vs. non-prevailing wage)Must: Maintain alignment between procurement outputs and contract termsNice-to-Have: AI-assisted contract review, clause suggestions or risk flaggingNice-to-Have: Ability to recommend alternative language based on best practicesCollaboration and Document ManagementMust: Enable internal and external collaboration within a single systemMust: Support document versioning and comparisonMust: Integrate with standard productivity tools (e.g., Microsoft Office)Must: Capture and store contract-related communicationsMust: Systematically capture and send email communications to contactsMust: Describe your platform’s document storage architecture, including but not limited to attachment size limitations, supported file types, retention capabilities, and integration options for externally stored documentsNice-to-Have: Real-time co-authoring and commenting capabilitiesNice-to-Have: Configurable data retention and access policiesContract Execution and AdministrationMust: Provide electronic signature capabilities (e.g., DocuSign, Adobe Sign integration)Must: Maintain a centralized, searchable contract repository with metadata taggingMust: Track deliverables, milestones, and key dates (including renewals and expirations)Must: Provide configurable alerts and notificationsMust: Ensure seamless transition from solicitation to contract executionMust: Support vendor tracking across multiple contracts and engagementMust: Public-facing portal for finalized contracts (with restricted internal data). If a public-facing portal is not available, must have the ability to export finalized contracts that the County can separately manage.Nice-to-Have: Optical Character Recognition (OCR) capability for scanned documentsRisk, Compliance, and AuditabilityMust: Support role-based security and full audit loggingMust: Ensure compliance with applicable policies and regulatory requirementsMust: Track insurance, risk requirements, and compliance documentationMust: Track Certificate of Insurance (COI) expiration dates and provide automated notifications and alertsMust: Provide audit-ready reporting and documentationMust: Provide for documentation and deliverable tracking (including submittals by contractors)Nice-to-Have: Configurable compliance checkpoints within workflowsNice-to-Have: Risk scoring or automated risk identificationNice-to-Have: Management of invoice submissionsReporting and DashboardsMust: Provide standard, out-of-the-box reports and dashboards (contract status, approval timelines, budget vs. spend tracking, upcoming renewals and expirations)Must: Enable filtering by contract attributes, department, and statusMust: Support scheduled and automated report distributionMust: Allow export to common formats (Excel, CSV, PDF)Nice-to-Have: Self-service report builder with drag-and-drop functionalityNice-to-Have: Advanced analytics (e.g., predictive insights, trend analysis)Nice-to-Have: Automated executive reporting triggersNice-to-have: Predictive analytics (e.g., risk, delays)

All proposals are evaluated on the completeness and quality of the content. Only those Proposers providing complete information as required will be considered for evaluation. The County will not contact the organization for correction of proposals and Proposers are strongly encouraged to carefully review their proposals for completeness and accuracy before submitting. For proposals to be considered responsive and move to the review process, the Proposer must, under Section 3, RFP Questionnaire:Acknowledge all required “confirmations.”Complete all required attachments, to include uploading any supplemental documents requested in attachments; and Submit the following materials as part of the proposal. Proposal (Question 4.1) Proposals shall include the following:Capability StatementHow the proposed CLM solution meets the County’s stated objectives:Provides a single source of truth for all contracts (draft, active, amended, and completed).Standardizes contract processes while allowing configurable workflows by department and contract type.Improves contract visibility, reporting, and compliance.Offers a modern, intuitive user experience accessible via desktop and mobile devices.Integrates with existing enterprise systems (e.g., Workday, OpenGov).An estimated project duration and implementation approach.Complete pricing for all services in the proposal.Additional features, services or procedures of benefit to the County (if applicable).A statement outlining any proposal exceptions to the County’s requirements or requested clarifications to the requirements (if applicable).References listing client contracts of similar services.Requirements Checklist (Question 4.2)

This section provides a curated list of help articles addressing common questions and challenges proposers may encounter during the Request for Proposal process. The resources below are intended to offer clear guidance, practical solutions, and relevant information to support a smooth and successful submission. Proposers are encouraged to review these materials as needed to better understand requirements, resolve issues, and navigate the process with confidence.Vendor RegistrationFollowing a ProjectGetting Started with SubscriptionsHow to Submit a Question in OpenGovHow to Submit a Proposal Response in OpenGovHow to Edit or Withdraw a Proposal after Submission in OpenGov

Usability and InterfaceMust: Provide a modern, intuitive, and user-friendly interfaceMust: Support access via a web-based platform across devices (desktop, tablet, mobile); must work on latest versions of Windows and Microsoft EdgeMust: Provide consistent user experience for internal and external usersNice-to-Have: Personalized dashboards by role or departmentNice-to-Have: In-app guidance, tooltips, or onboarding supportPerformance and ScalabilityMust: Deliver reliable system performance under normal and peak usageMust: Scale to support countywide adoption across departmentsNice-to-Have: Configurable performance monitoring and system health dashboardsIntegration and ExtensibilityMust: Provide secure, well-documented APIs for integrationsMust: Support future system integrations without significant redevelopmentNice-to-Have: Low-code/no-code tools for extending functionalityImplementation and SupportMust: Provide implementation support, including configuration and deploymentMust: Provide training for County users, including training resources and knowledge base materialsMust: Provide ongoing technical supportNice-to-Have: Dedicated customer success managerNice-to-Have: Post Go-Live on-demand training resources and knowledge base

Only electronic submittal via the County's eProcurement Portal shall be accepted for this procurement. No hard copies, emails, or fax submittals shall be accepted. The accepted forms of submitted materials are .pdf, png., jpeg., and MS Office formats such as docx. and xlsx.

Proposers must acknowledge and confirm each addendum and notice issued under this solicitation. The system will not allow final submission unless all required confirmations are checked.

Proposers are encouraged to identify and describe any additional functionality, services, or capabilities not specifically identified in this RFP that may provide value to the County (e.g., procurement and solicitation, supplier relationship management, or payment modules). Such features should be clearly described, including any associated costs, benefits, and implementation considerations.

Proposers should allow sufficient time to ensure timely receipt of the proposal by the County’s e-procurement System, OpenGov. Late responses will not be accepted and will be automatically disqualified. The County assumes no responsibility for delays caused by Proposer's technical related system errors.

All proposals and any accompanying documentation become the property of the County and will not be returned.

The following items are not included in this phase of the project:Implementation of a standalone grant management systemAdvanced financial reporting beyond contract-level insightsReplacement of construction or project management systemsComprehensive redesign of procurement policies or governance structures

The selected vendor will be expected to provide:Configured and implemented CLM solutionStandardized contract templates and clause libraryDefined and deployed workflowsData migration (within agreed scope)Reporting dashboards and analyticsTraining materials and user training sessionsGo-live and post-implementation support

Project implementation approach and schedule will be mutually agreed upon as part of the discovery process.