SW-20606 - USA (Florida) - RFI for Procurement Software for Contract Management, Solicitation Posting and Vendor Registry - Deadline January 11,2019

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: SW-20606

Government Authority located in Florida; USA based organization looking for expert vendor for procurement software for contract management, solicitation posting and vendor registry.

[A] Budget: Looking for Proposals

[B] Scope of Service:

Vendor needs to provide procurement software for contract management, solicitation posting and vendor registry.
- Contract Management:
A. Capability to import existing contract data to include the following filterable fields: contract number, name, start date, expiration date, number of renewals, toggle active and inactive status, procurement rep assigned, primary end user department, city or other agency (to track piggyback and cooperative contracts), insurance certificates and expiration dates, date of council approval, annual spend.
B. Capability to add contracts with the same fields as above.
C. Capability to link the contract to our external document management system, Laserfiche.
D. Capability to pull instant reports based on contract expiration date and insurance expiration date.
E. Capability to have the contract system interface with the city’s website for maximum transparency of the city’s contracts.
F. Storage limit and retention should be extensive, allowing access to expired contracts in accordance with statutes on public records.
G. Preferred features: Capability to export contract dollars from ERP system or to attach a report of contract spend generated by analytics now from or in some other capacity to be able to pull accurate reports of contract spend from our ERP system.
- Solicitation Posting:
A. Capability to distribute solicitation documentation to all registered vendors for a commodity, including: IFB, RFP, RFQ and formal quotes, addendum, notice of intended award or tabulation, and notice of award;
B. Capability to add supplemental vendors to a solicitation notification with company name and email address;
C. Capability for registered vendors to download documentation from the site for no charge;
D. Tracking mechanism which shows the city who was notified and when, who downloaded documents, what they downloaded and when.
E. Prefer ability to have solicitation list - active, under evaluation, awarded - in a list format on the city’s website, with a link to the portal.
F. Prefer the ability for our end user departments to also use the system to post informal quotes and receive responses to the quotes via the web application.
- Vendor Registry
A. Capability to have a portal from the city’s procurement website;
B. Capability to collect the following information: Company name, address, point of contact, email address, and phone number;
C. Capability to allow businesses to indicate what commodity codes they fulfil. Commodity codes are acceptable but not required;
D. Capability to allow businesses to indicate whether they are a disadvantaged business enterprise (e.g. minority-owned, woman-owned, veteran-owned, small business, etc.);
E. Vendor database must be fully exportable in a csv or xlsx format;
F. Vendors shall have full capabilities to manage their own data (self-service);
G. Indicate in your response whether city procurement staff have any admin rights to reset passwords, etc. or whether Vendor tech support is provided by the software provider.
H. City must have the right to use the database for whatever purposes it desires beyond the solicitation notification capabilities. City must have the ability to pull reports by vendor fields (location, commodity, minority vendor information, etc.) for various purposes e.g. vendor surveys, vendor training notices, informal solicitations conducted by our departments, etc.
I. Vendor data cannot be exclusively owned by the vendor, proprietary, or exempt from public records as a trade secret.

[C] Eligibility:

- Onshore (USA Only);

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Friday, 11 January, 2019

Category : Software, System and Application

Country : USA

State : Florida

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