Contracts Functional Requirements 12.30.24.xlsx

XLSX spreadsheet 51 KB Posted Feb 18, 2025

Attached to: RFP #25-26-IT CONTRACT MANAGEMENT SOLUTION
Solicitation number: 600RFP #25-26-IT
Issued by: Cumberland County, North Carolina

About this file

Written by GovTribe AI · Feb 18, 2025

This file is a detailed functional requirements document for a Contract Management Solution RFP (#25-26-IT) issued by Cumberland County, North Carolina. The document outlines comprehensive requirements across multiple categories including vendor profile requirements, infrastructure specifications, security protocols, contract management functionalities, and system integration capabilities. The requirements span areas such as electronic signature workflows, document storage, alerts/dashboards, reporting capabilities, user management, and artificial intelligence features.

The document is structured in a spreadsheet format with sections A through BB, containing detailed technical specifications and functionality requirements that vendors must respond to with "Yes, Included," "Yes, Additional Cost," or "No" along with comments. Key integration requirements include compatibility with Tyler Munis, OneSpan, Microsoft Active Directory, and Microsoft Outlook. The system must support both on-premise and Software-as-a-Service (SaaS) deployment models, with specific requirements for each implementation type. Pricing information and specific timeline details are not included in this functional requirements document.

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Other files

File	Type	Posted
RFP #25-26-IT Contract Management Solution.pdf	PDF	Feb 18, 2025
ADDENDUM II - RFP #25-26-IT Contract Management Solution.pdf	PDF	Feb 18, 2025
ADDENDUM I - RFP #25-26-IT Contract Management Solution.pdf	PDF	Feb 18, 2025

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Vendor Profile

A	Vendor Profile	Yes, Included	Yes, Additional Cost	No	Comments/Answers
A.1	Provide your company’s name, address, main telephone number, website, and identify if your company is publicly traded and/or privately held?
A.2	List the number of employees in each category:
A.2.1	Executives and Managers
A.2.2	Marketing/Sales
A.2.3	Installation/Implementation
A.2.4	Research and Development
A.2.5	Application Support
A.2.6	Technical Support
A.2.7	Customer Service
A.2.8	Project Management
A.3	Provide the main contact information to include name, title, address, telephone number, and email.
A.4	Identify the number of years as a Contract Management System (CMS) vendor.
A.5	Identify the number of live sites and the version #.
A.6	Identify the number of new Contract Management System (CMS) installations over the last 3 years.
A.7	What is the percentage of vendor-provided installs vs. outsourced to 3rd party companies?
A.8	What is the size of existing user base?
A.9	Does the product have a North Carolina presence? If yes, provide the # of install sites.
A.10	Provide references for three (3) clients in North Carolina using the same proposed product that are similar in size and service type to our organization. Please include contact name, job title, business name, address, phone #, and email address.
A.11	What is the current implementation timeframe when using only vendor-supplied resources?
A.12	Do you have a sample project plan? If yes, attach as an addendum.
A.13	Provide the number and percentage of businesses in 2024 that did not get installed four (4) to six (6) months after signing contract?
A.14	How many organizations have deinstalled your Contract Management System (CMS) system over the past two (2) years? Please identify why.
A.15	What is your Contract Management System (CMS) customer retention for the years 2022, 2023, and 2024?
A.16	What was your total Full Time Employees (FTEs) last year?
A.17	What are your total Full Time Employees (FTEs) this year?
A.18	What percentage of revenue did your company expend for research and development on your proposed products during the last three (3) fiscal years?
A.19	What amount is budgeted for the current and next fiscal year?
A.20	Provide your most recently completed fiscal year financial statements and annual report, and other evidence of financial sustainability.
A.21	List the names of any technology companies that your organization partners with, the nature of your relationship, and the value that it brings to your proposed solution and to our organization.
A.22	Explain how your company is planning to meet the increase in demand for your Contract Management System (CMS) product (including implementation, training, and support) over the next five (5) years.
A.23	Please provide information on any lawsuits or judgments within the last five (5) years. Please indicate any cases that you cannot respond to as they were settled with a non-disclosure clause.
A.24	Has your company acquired, been acquired, merged with other organizations, or had any "change in control" events within the last five (5) years? If yes, please provide details.
A.25	Is your company planning to acquire, be acquired, merge with other organizations, or will have any "change in control" events within the next five (5) years? If yes, please provide details.
A.26	Does your company use resellers to distribute your product(s)?
	If yes, please answer the following:
A.26.1	What is your reseller structure?
A.26.2	Who are your resellers who are authorized to sell within North Carolina?
	If no, please answer the following:
A.26.3	What is your distribution and sales structure?

Vendor Support

B	Vendor Support	Yes, Included	Yes, Additional Cost	No	Comments/Answers
B.1	Do you offer multiple support programs? Please provide a detailed list of each with your standard service level agreement (SLA) for each support program.
B.2	What are your support statistics (# of Support Calls to the % of resolutions at each severity level)?
B.3	Define the Support Structure (Tiered Approach, Client assigned 1 point of contact, etc.).
B.4	What is your availability to the businesses for meetings to discuss Contract Management System (CMS) issues and concerns?
B.5	When is customer support available?
B.5.1	What are the preferred methods of customer support contact (i.e., phone call, email, online helpdesk, etc.)?
B.5.2	Where is your customer support staff located? Are they ‘off-shore’?
B.5.3	What are your normal hours of support? Please identify what time zone.
B.5.4	How is after-hours support handled?
B.5.5	Will someone be on-call at all times?
B.6	Identify your Problem/Resolution Process:
B.6.1	Response time expectations for all levels of severity
B.6.2	Average time to close tickets by severity level
B.6.3	Escalation Process
B.6.4	Severity Level System
B.6.5	Issue/Resolution Tracking System
B.6.6	Test System vs. Live System
B.7	Who has ownership of the following:
B.7.1	Data
B.7.2	Software
B.7.3	Enhancements or Customizations Paid for by Customer
B.7.4	Hardware
B.7.5	Servers
B.7.6	Workstations
B.8	What are your additional fee-based services?
B.9	Do you have online support (i.e., Knowledgebase, Info Center, etc.)?
B.10	Is remote assistance an option for workstation and server issues?
B.11	Do you have a user forum for businesses to seek help from peers and to share ideas?
B.12	Explain your On-going Maintenance.
B.13	Upgrade Process
B.13.1	Will customer get to choose which upgrades they want?
B.13.2	What is your organization frequency of upgrades?
B.13.3	How long can a customer delay an upgrade without losing support?
B.13.4	Will training be provided for new functionality? If yes, what type of training? (i.e., in-person, WebEx, go-to-meeting, onsite, etc.)
B.13.5	Identify who performs the upgrades.
B.14	Testing
B.14.1	Will customer get a chance to test the product in a test environment?
B.14.2	Will customer get access to test scripts from vendor?
B.14.3	Will customer have an opportunity to conduct User Acceptance Testing (UAT)?
B.14.4	Will customer have the ability to have a test environment after the proposed product is installed? If no, please explain why not.
B.15	Product Enhancement Requests
B.15.1	If the customer wants to add an enhancement, what is the process?
B.15.2	Are there additional costs for an enhancement?
B.15.3	How soon will customer be able to view, test, and use enhancement?
B.15.4	How will upgrades work with new enhancement?
B.15.5	Will all other customers receive the enhancement once the asking organization has paid for it?
B.16	Technical Support
B.16.1	What hours is technical phone support available? Please identify what time zone.
B.16.2	Where is your technical support located?
B.16.3	What is the average time for issue resolution?
B.16.4	If a problem persists, what is the escalation process?
B.16.5	Do you have electronic ticketing for non-emergent technical support?
B.17	Technical Underpinnings
B.17.1	Do you provide hardware or have a relationship with a hardware vendor?
B.17.2	If working with a hardware vendor, do you have negotiated pricing with them?
B.18	Systems Environment
B.18.1	Do you provide a live environment?
B.18.2	Do you provide a testing environment?
B.18.3	Do you provide a training environment?

C	Contract Terms and Vendor Guarantees
C.1	Will the customer be allowed to make payments based upon milestones with a significant portion of the fees not payable until "Go-Live"? If no, explain your payment schedule.
C.2	What is the vendor’s responsibility when:
C.2.1	Problem resolution is not met by a certain time based on severity level of the problem or issue, what happens?
C.2.2	Upgrades cause problems?
C.2.3	Training is not conducted in agreed upon timeframe and/or the training materials are not adequate or delivered per contract deliverables?
C.2.4	Implementation is not completed by vendor in the agreed upon timeframe due to issues related to the vendor (i.e., staffing conflicts, software problems, etc.)?
C.2.5	Incompatibility issues arise between hardware (that meets agreed upon specifications) and approved software?
C.2.6	Promised product functionality does not exist at time of implementation?
C.2.7	Damages to hardware during transport if purchased through vendor or while vendor is onsite during installation?
C.2.8	Data is corrupted during the course of normal use and operation of the product?
C.2.9	Service Level Agreements (SLAs) are not met?
C.3	Will you allow the representations made in your response to this Request for Proposal (RFP) to be incorporated into the contract? If no, please explain why not.
C.4	Will you agree to a cap on price increases? If yes, identify for how long?
C.5	If it takes our organization anywhere from 6 - 12 months to select a vendor after we have received the RFP bids back, how long will your organization guarantee the quoted price and your RFP responses.
C.6	How long will you guarantee to provide maintenance (or other support) on this product?
C.7	What is the process that you will follow when "sunsetting" this product?
C.8	Will you escrow the source code for this product?
C.9	Will you agree to the contract being governed by North Carolina law? If no, please explain.
C.10	Will you agree to negotiate a standard form contract for use by clients?
C.11	Will the scheduled and unscheduled absence of company key personnel impact the project timeline and deliverables? If yes, please explain.
C.12	If your company must cancel a scheduled project meeting for a specific date and time, what assurances will you give that ensures the delivery of project information relevant to the cancelled meeting?

D	Other Vendor Services Offered
D.1	What other companies have you partnered with to provide services on your behalf and what is their contact information?
D.1.1	If their work is done on your behalf (i.e., implementation, upgrades, etc.), do you warranty their work as if it was your own?
D.2	Does your organization have Service Level Agreements (SLAs) that provide a specific level of service whether that is uptime, backups, restores, business hours, after hours, response times for system fixes, system availability, etc.? If yes, please attach as an addendum. If no, please explain.
D.3	Are there support options available for non-business hours? If so, what are they and are there additional costs for after-hours support?

Product and Licensing

E	Product Information	Yes, Included	Yes, Additional Cost	No	Comments/Answers
E.1	What is the product name and version number you are proposing?
E.2	When is your next version release?
E.3	Is this product a Single Database for the entire contract process? If no, explain what is not included.
E.4	Is this product a Client Server model?
E.5	Is this product a Hosted Software-As-A-Service (SAAS) model?
E.6	Does the product include a customer mobile device app for cellular, tablet, and/or iPad? If yes, identify the cost.
E.7	Was the product (or any of its significant functionality) acquired from another company? If yes, please answer the following:
E.7.1	What was the original company’s name that developed the product or functionality?
E.7.2	What was the original product name?
E.7.3	What version did you purchase?
E.8	List all modules available, their current version, and provide additional documents with all technical specifications, requirements, and dependencies for each module to operate fully with the "core" product.
E.9	What is the process to obtain data from the proposed product if a customer was to change their Contract Management System (CMS)?
E.10	Will there ever be a charge to copy, move, or retrieve customer data from the product should our organization decide to change vendors? If yes, identify the cost.
E.11	List all the ways in which a business could import their customer's data into the product:
E.11.1	CD/DVD
E.11.2	USB
E.11.3	PDF Format
E.11.4	Paper Copies
E.11.5	Excel Format
E.11.6	CSV
E.11.7	Other
E.12	The system supports both a total paperless function and a hybrid function.
E.13	The system provides a flexible, user modifiable, search mechanism for retrieval of customers and financial information.
E.14	The system provides a mechanism to capture, review, or amend history of contracts.
E.15	The system tracks the original version of both internal and external contracts.
E.16	Is the system able to be customizable? If yes, identify what can be customized.
E.17	The system provides easy navigation between functions (i.e., contract creation, negotiation, e-signature, etc.).
E.18	The system provides the ability to easily drill down to other modules/fields of the software.
E.19	The system provides the ability to maintain at least seven (7) years of history for data retention.
E.20	The system provides the ability to track all aspects of the contract life cycle.

F	Licensing
F.1	How is the product licensed? User and/or enterprise. Please explain the benefits of all licensing types in detail. If necessary, attach as an addendum.
F.2	Is the system access based on individual licensing, concurrent, or both? If yes, identify the cost.
F.3	Can user licenses be reassigned when a workforce member resigns or gets terminated? Identify who has the right to complete this task. (i.e., Sys Admin, Super User, Standard User, etc.).
F.4	If licensing is determined per workstation, does mobile devices count towards this licensing?
F.5	Does each module require a unique license?
F.6	In a concurrent licensing system, when are licenses released by the system (i.e., when the workstation is idle, locked, or only when user logs off, etc.)?
F.7	Identify the number of users allowed on the system at one time.
F.8	Identify how many administrators are allowed.
F.9	Provide a SQL server, web based platform software solution with unlimited users.
F.10	Identify every type and quantity of licenses that are needed for the proposed system.

G	System Communication
G.1	Identify the types of communication available within the proposed system:
G.1.1	Email
G.1.2	Fax
G.1.3	Instant Messaging
G.1.4	Texting
G.1.5	Other
G.2	Are all of the communication types stored/recorded within the system?
G.3	Does the system provide an audit trail for all communication types?

On-Premise

H	Infrastructure and Technology (Client/Server Model: On-Premise)	Yes, Included	Yes, Additional Cost	No	Comments/Answers
H.1	What type of hardware is required?
H.2	What are the recommended workstation requirements?
H.3	What are the recommended server specifications?
H.4	What is the recommended Manufacturer/Model?
H.5	How many servers and server roles?
H.5.1	Application Server
H.5.2	Web Server
H.5.2.1	IIS (version)
H.5.2.2	Apache (version)
H.5.3	Database Server
H.5.4	MS SQL (version)
H.5.5	Oracle (version)
H.5.6	Test Server
H.5.7	Email Server
H.5.8	Report Server
H.5.9	Others (Fax, Print, Dictation, etc.)
H.5.10	Operating system (Windows, Unix/Linux, Other) (version)
H.5.11	Processor (number of processors and processor speed)
H.5.12	Memory/RAM requirements
H.5.13	Storage space requirements
H.5.14	Storage Area Network (SANs) connectivity (Yes/No)
H.5.14.1	If yes, identify the SANs requirements?
H.5.15	Network Card speeds
H.6	Are dual Network Interface Cards (NICs) required?
H.7	Identify any other required components.
H.8	What other applications are required for server?
H.8.1	Server Management tools
H.8.2	Bandwidth monitors
H.8.3	Database Management Suite
H.9	Can the system be virtualized?
H.9.1	Will the product run on virtualized servers?
H.9.2	If yes, what virtualization and remote access software is required on server?
H.9.2.1	VMWare
H.9.2.2	Other
H.9.3	If no, are you moving toward certifying virtualized environments?
H.9.4	Are we required to purchase hardware from your company?
H.9.5	Do you have a recommended vendor with discount pricing to purchase equipment?
H.9.6	What type of support is available if equipment is purchased from your company?
H.9.7	What are the recommended printer manufacturers/models?
H.9.7.1	What type(s) of printers are recommended? (i.e., Laser, Inkjet, Thermal, etc.)
H.10	What are the recommended scanner manufacturers/models?
H.11	Do you require internet access for your product?
H.11.1	For remote connection/maintenance?
H.11.1.1	If yes, please detail security setup required for this access. If data is downloaded into the system automatically, please explain in detail.
H.11.2	Remote Support?
H.11.2.1	If yes, please provide the detail security setup and access rules governing when connections are created and what type of work can be performed on the live system during normal business hours.
H.11.2.2	What is your process and preferred product for remote support?
H.11.3	Access System/Application Remotely?
H.12	Are there any automated processes that run nightly/weekly/etc. and if so, what data is collected and how is it used?
H.13	What are the minimum network infrastructure requirements?
H.13.1	Firewall/VPN Appliance
H.13.2	Switches/Routers
H.13.3	Other devices
H.14	What are the disaster recovery and backup requirements?
H.14.1	Do you require a separate server for backup services? (i.e., Tape, SANs, etc.)
H.15	Are 3rd party backup solutions supported?
H.16	Does the product provide database software (Yes/No)?
H.16.1	If no, what database applications is required? (i.e., MS SQL, Oracle, MySQL, Other, etc.)
H.17	The vendor will provide a separate database instance for testing purposes.
H.18	Identify how frequently your organization will require access to the county's network for software updates, patching, etc. Explain the process.
H.19	Identify if your organization will agree to allow video recording of network access. If no, explain.
H.20	Identify if your organization have group policy requirements.

SaaS

I	Infrastructure and Technology (Software-as-a-Service: SaaS Model)	Yes, Included	Yes, Additional Cost	No	Comments/Answers
I.1	Do you provide direct SaaS solutions or require 3rd party vendor participation?
I.2	How are support issues handled?
I.3	Does a 3rd party vendor host any part of your product and/or data?
I.4	Does your product require or recommend a firewall on the client side?
I.4.1	If yes, what is the recommended manufacturer/model?
I.5	Can the product be securely accessed from any location with an Internet/broadband connection?
I.5.1	What are the security requirements for remote users (i.e., non-office users, server admins, etc.)?
I.6	What are the minimum bandwidth requirements?
I.7	List all security enhancements that must be accommodated on client workstations (i.e., Internet sites trusted, active X controls enabled, Dot Net versions supported, registry modifications, etc.).
I.8	Does the product support any of the following external devices:
I.8.1	USB devices
I.8.2	Scanners (Manufacturer/Model)
I.8.3	Mobile devices
I.8.4	Other Input devices
I.9	What are the workstation requirements?
I.9.1	Manufacturer/Model
I.9.2	Processor
I.9.3	Storage
I.9.4	Memory
I.9.5	Operating System
I.10	Does the product require any type of client (i.e., VMWare, client ware, Cisco VPN, etc.)?
I.11	What applications are supported and/or need to be installed on the workstations?
I.11.1	Java
I.11.2	Flash
I.11.3	Adobe Reader
I.11.4	Microsoft Office (i.e., Word, Excel, etc.)
I.11.5	Antivirus
I.11.6	Crystal Reports
I.11.7	Open Office
I.12	Require an Open Database Connectivity (ODBC) driver or SQL application on workstations?
I.13	Any other applications required?
I.14	How is data saved and stored?
I.15	How will the customer be able to upload either paper or electronic customer records? (i.e., IRAN statement, W9, quotes, etc.)?
I.16	Can information be exported to CD/DVD, Excel, CSV, comma text delimited, and PDF format?
I.17	Does the product allow reports to be created?
I.17.1	Ad hoc reporting option?
I.17.2	Provide a list of standard reports (no customization).
I.18	How often is routine maintenance performed on remote system?
I.18.1	Backups
I.18.2	Updates
I.18.3	Performance Monitoring and Enhancements
I.19	Can you provide a contingency strategy or disaster recovery plan in the event internet service is lost and customer is unable to access your system and application?
I.20	Do you have normal ‘downtime’ windows for system backup and maintenance?
I.20.1	Does this affect access to the product?
I.21	How is data gathered during Internet outages?
I.22	Is the data uploaded into the system when the internet is restored?
I.22.1	Is this process done manually or automatically?
I.22.2	How do we verify information has been uploaded?
I.23	In the event access to your site is unavailable, what steps will you take to notify the customer of progress towards resolving the issue?
I.23.1	What steps should the customer take during this time?
I.24	In the past two (2) years, how many outages have you experienced due to your own infrastructure problems?
I.25	Do you have redundant internet providers?
I.26	What are the network infrastructure requirements?
I.27	What are your security requirements and recommendations for business workstations?
I.28	Is your site secured with encryption and antivirus?
I.28.1	How often is access audited and by whom?
I.28.2	Is there an off-site disaster recovery location for your server farm? If yes, identify where.
I.28.3	How often is this tested?
I.29	Identify who is responsible for maintaining any type of "exchange" servers if in use?
I.30	The vendor will provide a separate database instance for testing purposes.
I.31	Is direct data connectivity available? If no, what are the options (i.e., data dumps, export file, etc.) for obtaining data?
I.32	Identify where your cloud servers are physically located.
I.33	Identify your organization industry standards for governing cloud security (i.e., ISO/IEC 27002 and 27017, etc.).
I.34	Identify if your organization has a cloud vendor security policy? If yes, please provide a copy as an addendum. If no, please explain.
I.35	Identify the system web hosting technology:
I.35.1	Microsoft Windows (version)
I.35.2	IIS (version)
I.35.3	PHP (version)
I.35.4	MS SQL (version)
I.35.5	MySQL (version)
I.35.6	ASP.NET (version)
I.35.7	Other (version)
I.36	Identify the supported web browsers for the system:
I.36.1	Google Chrome (version)
I.36.2	Safari (version)
I.36.3	Firefox/Mozilla (version)
I.36.4	Microsoft Edge (version)
I.36.5	Other (version)
I.37	Does the organization own, operate, and maintain the infrastructure? If no, please explain who does.
I.38	Identify the system network and power uptime percentage.
I.39	Identify what guarantees your organization offer for uptime and what level of compensation should the County expect if these standards are not met.
I.40	Does the pricing increase year after year? If yes, please provide an increase pricing chart for the next 5 years.
I.41	Explain the technical support layout tiers.
I.42	Identify how helpdesk tickets are submitted (i.e., phone call, helpdesk center within the product, email, etc.).
I.43	Identify who has control over the County data.
I.44	Identify who will have access to the County data.
I.45	Does your organization monitor and document activity on the County account?
I.46	Identify how the data is encrypted (i.e. 256-bit Advanced Encryption Standard (AES), etc.).
I.47	Identify how the County data is isolated from your other clients.
I.48	Explain the recovery process if your organization was to lose the County data.
I.49	Identify which responsibilities rest on the County and which ones rest on your organization.
I.50	Identify how often regular backups are performed.
I.51	Identify the timeframe it would take your organization to perform a restore.
I.52	Is direct data connectivity available? If no, what are the options (i.e., data dumps, export file, etc.) for obtaining data?
I.53	Are there compliance and disclosure rules for the region/location where the servers and data are stored?
I.54	Law's related to data. Does the laws of the County's locale or the server's locale apply?
I.55	Does interstate commerce regulations apply?
I.56	Are there tax implications relevant to storing data in another jurisdiction?
I.57	Is there a clause with the cloud provider that they will use reasonable security controls and comply with any data privacy provisions?
I.58	Identify who owns the encryption key (Vendor or County).
I.59	Identify if your organization have a partnership in place with a cloud access security broker (CASB) vendor. If yes, please explain in detail.
I.60	Identify the physical storage locations of the servers and data.
I.61	Identify if there are any data segregation requirements.
I.62	Identify and explain if your organization place restrictions on source IP addresses.

Security

J	Security and Security Features	Yes, Included	Yes, Additional Cost	No	Comments/Answers
J.1	The system can authenticate with the County Active Directory so the end users do not have to create a new username and password.
J.2	Does the product provide different levels of security based on User Role, Site, and/or Enterprise settings?
J.3	Does the product provide different levels of security based on type of user? (i.e., System Admin, Super User, Standard User, etc.).
J.4	Permissions can be set according to the employee's job duties/role.
J.5	Describe the audit process within the product.
J.6	Describe any remote tools you offer the businesses to access customer data (i.e., mobile devices) and how these devices/data may be secured if the staff loses their device or a breach is suspected.
J.7	Describe the product's ability to terminate user connections/sessions by an administrator (remotely) if a breach is suspected.
J.8	Describe the product's ability to lockout users for upgrades, security breaches, and/or employee terminations.
J.9	Describe the product's ability to create new security rights/roles based on new workflows or enhancements.
J.10	The system has multi-factor authentication security based on user permissions.
J.11	Vendor access will be controlled by Cumberland County IT using approved access methods/software.
J.12	Identify and explain the period of data deletion upon contract termination.

K	Security/Regulatory Compliance
K.1	Describe the system’s security features.
K.2	Can access to a department's financial information such as their budget line be restricted to specific users?
K.3	The system provides privacy and security components that follow North Carolina state mandated laws and regulations.
K.4	Data is encrypted from the client station to the application server.
K.5	Data is encrypted from the web browser to the web server.
K.6	The system will operate in a real-time mode - all files affected by a transaction are updated at the time of the transaction.
K.7	The system provides an access log. If yes, can it be exported to Excel. Please provide an example.
K.8	The system provides an activity log. If yes, can it be exported to Excel. Please provide an example.
K.9	The system provides an audit log. If yes, can it be exported to Excel. Please provide an example.

L	Data Protection
L.1	Describe how customer data is secured at all times and in all modules of the product. (i.e., strong password protection or other user authentication, data encrypted at rest, data encrypted in motion, etc.).
L.2	Describe how customer data is secured when accessed via mobile devices. (i.e., secured through SSL web sites, iPhone apps, etc.).
L.3	Identify how the system keeps track of when customer information is shared.
L.4	Identify how the County would be notified if there is a system breach.
L.5	How quickly will the County be notified and what information/guidance/support will be provided to prevent or mitigate impact?
L.6	Identify your organization's responsibility if there is a system breach.
L.7	Are there exclusions to data mining and/or selling?
L.8	Identify your organization's encryption level of data in transit.

Contract Management

	M	Contract Creation and Drafting Management	Yes,
Included	Yes,
Additional Cost	No	Comments/Answers
	M.1	Ability to create a digital contract.
	M.2	Ability to edit and/or revise a contract.
	M.3	Ability to create contract templates.
	M.4	Ability to have contract version control.
	M.5	Ability to create a contract checklist that can guide end users through the contract process for each contract type.
	M.6	Ability to set up time limits for each stage of the contract checklist.
	M.7	Ability to send email notifications to an end user when updates has been made to a contract.
	M.8	Ability for the system to automatically send out a fully executed contract to all signers.
	M.9	Ability to create multi-year contracts.
	M.10	Ability to see where a contract is at within the contract process.
	M.11	Ability to search for a contract by date, vendor's name, and keywords.
	M.12	Ability to find exact match terms within a contract.
	M.13	Ability to set reminders for any custom dates.
	M.14	Ability to track auto renewing contracts.
	M.15	Ability to create custom data fields and track them accordingly.
	M.16	Ability to assign folders and tags to specific contracts.
	M.17	Ability to view and sign contracts via a mobile device.
	M.18	Ability to automatically track everything from renewals and expirations to compliance or payment dates.
	M.19	Ability to receive key contract date notifications.
	M.20	Ability to send automated email reminders internally and externally.
	M.21	Ability to set recurring dates and reminders. (i.e., daily, weekly, monthly, quarterly, or annual).
	M.22	Ability to track the contract's status from first draft to post-execution.
	M.23	Ability to create a contract lifecycle.
	M.24	Ability to send documents directly into and from the system.
	M.25	Ability to convert scanned documents into searchable text via OCR.
	M.26	Ability to download a backup of all documents at any time.
	M.27	Ability to track contract dates.
	M.28	Ability to have various departments/end users collaborate on a contract. (i.e., legal team to finance to department to vendor).
	M.29	Ability to have a template library with customizable clauses.
	M.30	Ability to drag-and-drop interface for easy contract assembly.
	M.31	Ability to generate contracts from pre-defined data fields.
	M.32	Ability to have version control to track changes during drafting.
	M.33	Ability to utilize a clause library and editing tools for drafting new contracts.
	M.34	Ability to set restrictions for Legal reviews.
	M.35	Ability to place a contract "on hold" if there are identifiable issues.
	M.36	Ability to reject and approve a contract.
	M.37	Ability to have an internal comments section that is only visible to internal staff such as the department, Finance, and Legal.
	M.38	Ability to have a contract checklist built within the system to be a guide for completing the contract.
	M.39	Ability to compile select supporting contract documents into one final packet.
	M.40	Ability to manage any type of contract or agreement.
	M.41	Ability to link related contracts and amendments.
	M.42	Ability to track contract milestone dates.
	M.43	Ability to create file and sub-file folders for each contract.
	M.44	Ability to do data and bulk importing.
	M.45	Ability to have contract and task progress indicators.

N	Document Storage and Retrieval
N.1	Ability to store, manage, and share all contracts and related supporting documents within a centralized repository.
N.2	Ability to create metadata tagging for efficient document classification.
N.3	Ability to access all contracts and supporting documents from anywhere. (i.e., mobile devices, etc.).
N.4	Is there a document storage cost or is it included within the quoted price?

O	Electronic Signature/Approval Workflow
O.1	Ability to have an electronic signature workflow.
O.2	Ability to create, edit, and delete a digital approval workflow.
O.3	Ability to have a flexible workflow automation.
O.4	Ability to see an audit trail/audit log of all activities and statuses.
O.5	Ability to have an audit trail of signing process with date and timestamp.
O.6	Ability to date and timestamp each electronic signature.
O.7	Ability to access a full audit trail that allows an end user to see all the changes to and views of a contract.
O.8	Ability to have automation workflows/approvals.
O.9	Ability to have a defined approval routes based on contract type and value.
O.10	Ability to have automatic routing to relevant approvers.
O.11	Ability to have status tracking for each contract in the approval process.
O.12	Ability to have a seamless integration with e-signature providers for electronic signing.
O.13	Ability to manage new contract approval workflow.
O.14	Ability to electronically sign contracts and amendments from within the system via a built-in electronic signature component.

P	Attachments
P.1	Ability to upload, label, and store attachments in various formats. (i.e., PDF, Excel, Word, etc.).
P.2	Ability to add, update, and delete attachments. (i.e., supporting documents, purchase orders (POs), etc.).
P.3	Ability to upload any size document. If no, what is the maximum size.

Q	System Integration
Q.1	Ability to integrate with Tyler Munis.
Q.2	Ability to integrate with OneSpan.
Q.3	Ability to integrate with Microsoft Active Directory.
Q.4	Ability to integrate with Microsoft Outlook.
Q.5	Ability to integrate with existing systems like Customer Relationship Management (CRM), Enterprise Resource Planning (ERP), and procurement platforms.
Q.6	Ability to import and export data from other systems.
Q.7	Ability to allow software applications to communicate with each other via an Application Programming Interface (API).
Q.8	Do you have an open API? If yes, is there a cost associated with it.

R	Alerts/Displays/Dashboards
R.1	Ability to receive an email notification or a dashboard alert when a contract is about to expire, need to be renewed, and nearing termination date.
R.2	Ability to have a dashboard that shows the current status of each contract.
R.3	Ability to receive an email notification or a dashboard alert when a contract has been sitting at one stage of the contract process for too long.
R.4	Ability to automate email reminders to any recipient.
R.5	Ability to report and display key information about specific contracts.
R.6	Ability to create customizable dashboards.
R.7	Ability to see various data on dashboards such as contract renewal timeline, contract value by department, contract by risk, active contracts cost, contracts expires within 10+ days, contract value by type, etc.
R.8	Ability for contracts to be displayed with the following fields: contract #, contract name, party name, contract type, contract status, location, and contact owners.
R.9	Ability to set up email alerts to avoid missing key dates. (i.e., expiring/renewals, etc.).

S	Reporting and Analytics
S.1	Ability to run reports for specific timeframes.
S.2	Ability to create customizable dashboards to monitor key contract metrics.
S.3	Ability to create contract performance analysis based on key performance indicators (KPIs).
S.4	Ability to generate reports on contract status, compliance, and risk.
S.5	Ability to identify bottlenecks within the contract workflow via performance metrics.
S.6	Ability to track metrics by departments, individuals, types of contract, etc.
S.7	Ability to run task performance reports.
S.8	Ability to create and save unlimited reports.
S.9	Ability to setup reports to be emailed automatically either daily, monthly, quarterly, and/or annually.

T	Search Capabilities
T.1	Ability to have quick and intuitive keyword searching.
T.2	Ability to utilize optical character recognition (OCR) to locate a contract and/or document.
T.3	Ability to create a searchable index for all scanned documents.
T.4	Ability to filter contracts by departments, vendor's name, etc.
T.5	Ability to sort contracts by type. (i.e., vendor contracts, client contracts, employee contracts, lease agreements, purchase agreements, etc.).
T.6	Ability to search and find any contract/provision/supporting documents within seconds to include scanned documents.

U	User Management
U.1	Ability to assign a variety of roles, including read-only access and account managers.
U.2	Ability to see who made what changes and when to a contract or a document.
U.3	Ability to set customizable permissions and roles via a user management module.
U.4	Ability to create various access permissions controls such as owners group (full control), members group (limited control), visitors group (read-only), etc.
U.5	Ability to have role-based permissions to manage user access levels.
U.6	Ability to have unlimited users that are set up based on role-based controls.
U.7	Ability to setup user permissions for contract folder access.
U.8	Ability to set roles/permissions that allows an end user to be able to make the necessary changes if they did not create the contract originally.
U.9	Ability set permissions on documents.
U.10	Ability to set contract access by contract type, department, and user.
U.11	Ability to have a built in chat/messaging system.

V	Current Contract Documents
V.1	Ability to extract, upload, and organize legacy contracts.
V.2	Ability to import the existing contract information into the software without having to re-enter it.

W	Artificial Intelligence (AI)
W.1	Ability to do automated contract data extract utilizing artificial intelligence (AI).
W.2	Ability to utilize artificial intelligence (AI) to extract legal text and clauses using natural language processing (NLP).
W.3	Ability to use artificial intelligence (AI) to automatically pull data from contracts.
W.4	Ability to connect to Microsoft Graph via an integration or connector.

X	Negotiation and Collaboration
X.1	Ability to have real-time collaboration features for simultaneous editing.
X.2	Ability to have commenting and markup tools to highlight changes.
X.3	Ability to assign tasks and deadlines to different stakeholders.
X.4	Ability to collaborate and negotiate contracts online.

Y	Risk Management
Y.1	Ability for the system to identify potential risks within contracts.
Y.2	Ability to have automated risk assessments based on contract terms.
Y.3	Ability to have mitigation strategies for identified risks.

Z	Vendor Management
Z.1	Ability to have a centralized view of all vendor contracts.
Z.2	Ability to have performance tracking of vendors against contract terms.

AA	Product/System Features
AA.1	Is your system cloud-based, on-premises, or hybrid?
AA.2	What platform is your system built on? (i.e., Amazon Web Services (AWS), Microsoft Azure, etc.).
AA.3	What does your data centers look like? (i.e., ISO 27001, PCI DSS, etc.).
AA.4	Are the documents and data encrypted? (i.e., 256-bit AES encryption, etc.).
AA.5	What measures do you take to ensure that the files are safe from malware and viruses?
AA.6	To access the system, do you utilize Single-Sign-On, Multi-Factor Authentication, or both?
AA.7	Do you provide IP Whitelisting?
AA.8	What does your support looks like? (i.e., online chat, email, phone-calls, helpdesk ticketing system, etc.).
AA.9	Is there a cost for system upgrades?
AA.10	Is there an implementation fee?
AA.11	Is there a support fee for after hours assistance?
AA.12	What is your training methods? (i.e., super users, train the trainer, online, in-person, etc.).
AA.13	Does your system have artificial intelligence (AI) capabilities? If yes, explain in great detail.
AA.14	Is the pricing based on the number of users or do you offer unlimited users at a set price?
AA.15	What is your average time for implementation?
AA.16	Do you utilize data encryption to protect sensitive contract information?
AA.17	Do you provide access controls to restrict unauthorized access?
AA.18	Do you perform regular security updates and vulnerability scanning?

BB	Additional Questions
BB.1	Ability to see when an end user has viewed/accessed/read information within an email or comment.
BB.2	System has a redaction feature to assist with adhering to public records request.
BB.3	Ability to export emails from within the system.
BB.4	How do you handle subpoenas that is requesting our data?
BB.5	Ability to create various types of rejections. (i.e., on hold, missing data, missing documents, etc.).

File details come from the government source that posted it. Updated Feb 18, 2025.