Attachment 1 - Capabilities Questionnaire.xlsx

XLSX spreadsheet 39 KB Posted Jun 15, 2022

Attached to: RFP 2022-07 Contract Lifecycle Management Solution
Solicitation number: S-X26083-00003497
Issued by: Multnomah County, Oregon

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Written by GovTribe AI · Apr 3, 2024

This document is an Attachment 1 - Capabilities Questionnaire related to a Contract Lifecycle Management Solution procurement by Multnomah County and the City of Portland, Oregon. The solution requested is a software as a service contract lifecycle management and procurement software that automates and centralizes the procurement and contracting process, with enhancements to facilitate health services contracts. The procurement is seeking a solution with features such as clause library management, contract template creation, metadata management, workflow approvals, notifications, legacy data migration, and other contract management capabilities. Vendors are required to complete the questionnaire indicating availability of these required and optional features out-of-the-box, with configuration, with customization, or not available.

The procurement also includes requirements around integration, data security, payment management, and importing historical data from legacy systems. Pricing terms, set asides, incumbents, and funding details are not provided in the document. The contract term and renewal options are also not specified.

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Other files

File	Type	Posted
RFP 2022-07 Contract Lifecycle Managment Solution.pdf	PDF	Jun 15, 2022
RFP 2022-07 Response to Clarifying Questions 7-14-22.pdf	PDF	Jun 15, 2022
RFP 2022-07 CLM Project - Notice of Intent to Award.pdf	PDF	Jun 15, 2022
35343 Intent to Award.xlsx	XLSX spreadsheet	Jun 15, 2022

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Instructions for the Vendor

Instructions for Completion of the Capabilities Questionnaire

Vendors should complete the following capabilities worksheet by answering each question based on the answers below.

For each feature, indicate your answer Y, N, or NA under one of the columns (D thru H)

Under Column D, indicate Y for Yes; N for No if this feature is available out of the box (OOB)

Under Column E, indicate Y for Yes; N for No if this feature is available with configuration changes

Under Column F, indicate Y for Yes; N for No if this feature is available with customization changes

Under Column G, indicate NA if this feature is not available

Under Column H, indicate M for this feature is available however it requires an additional module at an additional cost

Additional notes to vendors:

Do not enter any value other than Y, N, NA, or M

Questionnaire

	ATTACHMENT 1 - Capabilities Questionnaire					0
	Criteria	Description	M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments	2
	Application Setup and Maintenance					3
	Clause library creation and management	The system supports the administrative ability to create and maintain a clause library. This extends to core and alternate clauses approved by the legal team.	M			4
	Contract template creation and management	The system supports ability to create contract templates and update/maintain current versions of contract templates by category.	M
	Template Uploads	The system supports ability to upload the Templates created outside the platform	M
	Template Splits	The system supports ability to split the Template into unique, identifiable, comparable sections / clauses	N
	Metadata tags and clauses	The system supports ability to manage metadata tags and clauses that can be dynamically populated based on defined rules or manually populated based on user input	N
	Repository for templates	The system supports Ability to manage a separate repository for templates / template sections / clauses etc.	M
	Template versions	The system supports ability to track and manage template versions	N
	Predefined rules	The system supports ability to down select the templates based on predefined rules like Business Unit / Portfolio	N
	Approval process for the template creation	The system supports ability to have approval process for the template creation or modification	N
	Dynamically select a template	The system supports ability to dynamically select a template based on user defined rules or manually populated based on user input	N
	Dynamically generate sections / clauses / clauses within the template	The system supports ability to dynamically generate sections / clauses / clauses within a section / fields in the template based on user defined rules or manually populated based on user input	N
	Generating alerts and reminders	Ths system supports generating alerts and reminders for contract owners for key contract dates including contract expiration or specific obligations within a contract period	M
	Exceptions management	The system supports the administrative ability to manage exceptions	M
	Access rights	The system supports the administrative ability to manage access rights	M
	Workflow approval for specific sections	Ability to support workflow approval for specific sections or clauses within the Contract	M
	Workflow Approval via Predefined Rules	Ability to support workflow approval within and outside the Organization based on predefined rules	M
	Workflow Customization	Ability to customize the workflows to support deviations and escalations	M
	Workflow configuration	The system supports the administrative ability to configure workflows	M
	Notifications	The system must generate notifications to users for all stages (approval, reviewing, contract renewal times, reporting deadlines, etc.)	M
	Legacy Migration	Offers a “legacy load” capability, which enables batch uploading of existing paper contracts	M
	Exhibits	The system supports the ability to add an additional exhibit(s).	M
	Vendor Information		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost
	Vendor Information	Contact information data such as name, address, phone, email, representative name	M
	Vendor Information Update	Ability to update vendor information as needed	M
	Counterparty Name Change	Be able to link contracts together when entity name changes due to merger, acquisition, rebrand to make sure we are able to search existing and new contracts as being with the same entity.	M
	Contract Types		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Metadata	The system has the ability to define configurable metadata for each contract type.	N
	Template structures	The solution supports different template structures for different contract types.	M
	Contract Request and Authoring		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Contract Request	The system supports use of a portal or web form that enables users within the organization to request a contract review.	M
	Different Entities	CareOregon has several different subsidaries that we need to be able to issue contracts for those entities and tracked by those entities. The system needs to be able to distinguish different entities and have separate contract templates by entity	M
	Creation wizard	The system supports a wizard-based approach as a self-service tool for contract creation	N
	Mandatory fields	The system allows for fields to be designated as mandatory that will not allow requests or other workflow steps to be completed unless the field is populated	M
	Clause assembly	The system supports creating a contract through assembly of clauses from clause library	N
	Exhibit creation	Be able to create template exhibits. System must also auto populate an exhibit number (e.g. Exhibit 1, Exhibit 2, etc.)	M
	Exhibit additional capability	Be ableo to add various charts, tabels, diagrams, or spreadsheets in the Agreement	M
	Word processing tool	The system supports contract authoring using a word processing tool such as MS Word allowing author to manage all editing within that tool.	M
	Setting up agreement relationships	The system supports setting up agreement relationships based on parent/child hierrarchy.	M
	Upload the Contracts	The system supports the Ability to upload the Contracts generated outside the platform	M
	Contract numbering	System must have a contract numbering system that will be identified on all contracts and used for tracking. Must also include a numbering system for identifying amendments off original contract and SOWs off a Master Services Contract.	M
	Additional Data fields	Ability to add additional data fields to define categories, such as project, program, provider type, etc. and then to be able to search based on those added data fields.	M
	Import utility	The system has an import utility to scan, capture and tag metadata	N
	Storing Contracts		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Contract Repository	The system has a Single Data Repository that is able to store all contracts, including individual and complex (hierarchical) contracts.	M
	Record retention policy enforcement	The system supports record retention enforcement so that the organizaiton can configure the policy for retention.	M
	Searching Contracts		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Metadata search	The system supports the ability for a user to enter a keyword to locate documents through contract metadata, including search on custom fields.	M
	Full document text search	The system supports the ability for a user to enter a keyword or text and search within the contract documents.	M
	Fuzzy search	The system supports approximate string matching that returns relevant results that are similar but not exactly the same as the terms being searched. Please specify, whether vendor or contract terms.	N
	PDF and attachment search	Supports text-based search on contract attachments that are indexable	N
	Reporting		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Cycle Times	The system supports ability to run standard and custom reports on cycle times	M
	Tracking obligations and Compliance	The system supports ability to run standard and custom reports on obligations and compliance.	N
	Dashboard	The system has a configurable dashboard to display pertenant contract data	M
	Contract Grouping	The solution would have the ability group contract types by items like payment type, payment terms, language terms, or entity type and then have the ability to run reports and possibly a dashboard of the groups.	N
	Custom Reporting	Ability to build custom reporting both at individual and organization level	M
	Managing the Negotiation and Approval Workflow		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Redlining/Document Comparison	The system has the ability to support redlining a document directly in the solution (or through Microsoft Word plug-ins) and comparing document versions.	M
	Auto-Approvals	The system can support workflows including autoapprovals based on predefined contract variables (such as price and category).	M
	Audit Trails and Version Control	System can support maintaining audit trails and version control through the entire contract negotiation process.	M
	Email Integration	System can support use of email for sending redlined contracts.	M
	Vendor Collaboration	Supports electronic collaboration with external parties for contract negotiation (via email).	N
	E-Signatures	The system provides e-signatures or workflow integrations into common e-signature solutions (put e-signature tools you have here).	M
	Updating/Renewing the Contract		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Change Control	Supports the bundling of proposed contract modifications so that they must all be approved or rejected in their entirety	N
	Amendments	The system supports creation and association of amnedments to master conract agreement	M
	Renewal & Termination	The system supports automatic renewal and termination process of the contract. Please specify the mechanism used.	M
	Mobility		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost
	Tablet Support	The solution provides browser support on tablet devices	N
	Native Interface	The system possess a native mobile application for all major smartphone platforms	N
	Search/Review	Document search and review available on mobile devices	N
	Approval	Contracts be approved or rejected on mobile devices	N
	Notifications	End users can receive notifications on mobile devices	N
	Security		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Web Access	Promotes secure web-based access	M
	Access Control	Utilizes privileges and role-based access control by contract type, template structure and metadata	M
	Provisioning	Provisions users via Active Directory integration	N
	Segration	Segregation by business unit - so users in one unit can't see the contracts of another unit	M
	Visibility	The ability to restrict visibility to certain clauses	N
	Hosting	Offers a secure and reliable hosting. Must be a HIPPA compliant hosted within the United States.	M
	Artifacts/Attachments		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	File Type	Supports any File Type as an Attachment or Artifact to a contract	M
	Storage	Supports storage of Artifacts/Attachments with the parent contract in the repository	M
	Large volumes of data	Supports the ability to create contracts with large volumes of data. Please specify any size limits.	M
	Unlimited Attachments	Supports unlimited Artifacts/Attachments associated with a single contract	M
	Versioning	Supports versioning of Artifacts/Attachments associated with a contract.	M
	Hyperlinks	Supports hyperlinks to external websites or file attachments stored in external locations such as a document management application	M
	Related Attachments	Ability to attach related documents to contract record such as insurance certifications, credentials, compliance verification, reports or deliverables	M
	Advanced Analytics: Risk and Value Assessments		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost
	Risk Models	Solution supports risk profiling on contracts based on configurable, pre-defined risk models	N
	Risk Model Templates	Risk model templates can be published based on contract types	N
	Metadata	The solution supports metadata driven risk profiling	N
	Terms	The solution supports contract terms-driven risk profiling?	N
	Benchmarks	Risk benchmarks can be defined	N
	Exception approval	The solution automatically triggers exception approval for high-risk contracts	N
	Advanced Analytics: Auditing & Governance		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Contract Creation	Maintains an audit trail of questions and answers used in a contract's creation process (audit trail for contract creation wizard)	M
	Metadata and Language	Maintains an audit trail of all changes made to contract metadata and language	M
	Actions	Maintains an audit trail of all actions performed by a user on a contract that do not involve changes to contract metadata and/or language such as contract activation, cancellation, termination, etc.	M
	Tasks	Maintains a detailed task history for all workflow tasks in progress and/or completed for a contract	M
	Advanced Analytics: Contract Review		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Automation	The system supports automated contract reviews	N
	Recommendations	The system has support for AI-based negotiation recommendations	N
	Store policies	The syscan can store legal policies and review guidelines	N
	Auto Redlining	The system can create contracts back in MS Word format with redlines and they can be escalated or sent to the counterparty.	M
	Improvements	The system suports suggestions for contract improvements	N
	Risks	The system can highlight clauses with risks for review by legal team.	M
	Consistency	The system enforces contract consistency	N

	Health Services Functionality
	Criteria	Description	M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Alerting	The ability to setup the alerts with the number of recipients is unlimited (or a group).	M
	Functionality to replace Valiant tool (payment calculation system)	The payment calculation system pulls member counts from QNXT and calculates payment amount based on a PMPM & capitation. This is used by Finance department for all CCO spends.	N
	Credentialing	Does your system provide credentialing management services? NOTE: Credentialing ensures safety of the network by verifying providers licensure and credentials.

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Comment:

[Mention was removed]please describe what credentialing is. Want to do the same the other two new items	N
	Provider Data Management	Does your system provide provider data management services? NOTE: Provider data management tracks scopes of work and payment terms.	N
	Compliance Management	Does your system provide compliance management services? NOTE: Compliance management ensures contract commitments are outlined and fulfilled by the provider.	N
	Procurement Functionality
	Criteria	Description	M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Requisition
	Requisition workflow	Requisition workflow that allows department management, budget authorities, and key stakeholders approve a request before sent to Procuement to start the process	N
	Requisition Information	Ability for department to attach a scope of work and vendor questions or input directly as part of the request	N
	Solicitation Development		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Templates	Ability to create different procrement templates (e.g. Request for quotes, Request for Proposals, Invitation to Bid, Construction Bid, Requests for Information, etc.)	N
	Template wizard	Solicitation development solution - Answered questions triggers the use of the correct template with project specific clauses	N
	Draft Editing/ Collaboration	Ability to the department/business owner to edit solicitation and track changes.	N
	Publication	Ability to publish the solicitation document on our website and link when publishing on external websites (e.g. OregonBuys)	N
	Supplier Engagement		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Proposal submission	Vendor proposal/offer submission portal	N
	Vendor questions and response	Ability for prospective vendors to submit questions and ability to publish answers. Q&A should be public.	N
	Addenda	Ability to draft and issue addenda to the solictiation document	N
	Proposal tabulation	Creates a bid tabulation of quotes/proposals received. Analytics of key proposal information.	N
	Confidentiality	System maintains all received proposals/quotes and evaluation information as confidential (not shared to vendors)	N
	Vendor Information	Suppliers can submit vendor information (i.e. contact information, W-9, ACH, remit to payment information)	N
	Evaluation and Award		M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Evaluation Tools	System has tools to allow the evaluation committee to access proposals, score, and creates notes as they evaluate the proposals	N
	Evaluation Methods	Allows for different evaluation metods: best value, lump sum, line item award	N
	Multiphase Evaluations	Allows for multiphase evaluations	N
	Integration and Platform Capabilities
	Criteria	Description	M = Must Have;
N = Nice to have	Available OOB? (out of the box)
(Y or N)	Requires Configuration?
(Y or N)	Requires Customization? (Y or N)	Mark NA if this feature is Not Available	Mark M if this feature is available via a separate module at additional cost	Comments
	Web services	Supports web services based integration	N
	Create-Edit-Assemble	Solution provides create, edit, and assemble agreement capabilities via an API	N
	Metadata Sync	Solution supports 2-way metadata synchronization	N
	Active Directory	Solution provides integration to active directory	N
	Event Sync	The system performs event sync for asynchronous notification of lifecycle events to external systems	N
	Data security requirements	Comply with the CareOregon Data Security Requirements	M
	Terms and Conditions for Cloud Services	Comply with the Terms and Conditions for Cloud Services	M
	Integration with other systems (Open API)	Integration with other systems (Open API)	M
	Single Sign On	Active Directory Integration for Single Sign On	M
	Historical data	The ability to import historical data from legacy systems/files.	M
	Payment management	Integrate with payment systems to track declining contract balance	N

[Mention was removed]please describe what credentialing is. Want to do the same the other two new items

&"-,Bold"&12Attachment 1 - Capabilities Questionnair

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File details come from the government source that posted it. Updated Apr 3, 2024.