Questions and Answers.pdf

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Questions for Atlanta Regional Commission RFP for Contract Lifecycle Management Solution

Question 1: How many total users?

A. How many internal users will require administrative level access?

B. How many internal users will require the ability to add, edit and delete?

C. How many internal users will require request only access?

D. How many internal users will require read-only access?

Answer:

A. As different types of software have different definitions of license and access, the general number of users by function are as follows. Atlanta Regional Commission (ARC) anticipates about 4 internal Administrative Level users to edit, draft, review, revise documents, redline, comment etc. with full access to all parts of the system.

B. Atlanta Regional Commission anticipates about 25-50 internal users that will require the ability to generate requests, add, edit, and delete, and have review access to the full system.

C. Atlanta Regional Commission anticipates about 25 internal users that will require approval access to the system.

D. Atlanta Regional Commission anticipates about 25 internal users that may require the ability to read-only access to the system

Question 2: How many internal users do you project will require access to the system at any given time?

Answer: Atlanta Regional Commission anticipates about 100 internal users may require access to the system at any given time, but it should be available to all users at any time.

Question 3: Does your organization require data import services? If so, please expand upon the data migration / importing requirements for the Contract Management Software (Such as record info, employee lists, vendor lists, etc.)

A. How many total electronic files (PDF, MS Word, etc.) in current/legacy system into the Contract Management Software?

B. How many total electronic files in current/legacy system? (rows in the exported spreadsheet).

C. Where are the legacy (historic) electronic contract files currently stored? (shared folders, SharePoint, document management system, paper, etc)

Answer:

A. The agency manages between 300 and 500 contract and agreement documents a year. Since 2017, they have been stored in a PDF format on a shared drive and would number approximately 3500 documents.

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B. ARC has approximately 3,500 current legacy documents.

C. Contract documents are currently stored as PDFs in a shared network folder with Microsoft Azure as the backend storage. The contract number is used as the file name of each contract document. Contract metadata are stored in an Excel spreadsheet.

Question 4: Can you please expand upon your preferences to integrate with Deltek Costpoint 8.1.0 system, SharePoint, and any other required systems? Please provide system details (system name and version, database used, scope of use, home-grown or commercial) if applicable.

Answer: The primary requirement regarding integration is for the CLMS to have an API that allows for bilateral transfer of contract metadata. For example, purchase requisition information extracted from the ERP will be able to be programmatically imported into the CLMS for linkage to newly created vendor contracts. Conversely, vendor contract metadata will be able to be programmatically extracted from the CLMS for linkage to new purchase orders.

Question 5: Are there any additional systems that may require a one-time data import such as a legacy Contract Management/e-Procurement system?

A. If so, please provide the system name, version, scope of use, the total number of contract records and files being imported into the system and SOAP/REST API, if available.

Answer: Contract documents are currently stored as PDFs in a shared network folder with Microsoft Azure as the backend storage. The contract number is used as the file name of each contract document. Contract metadata are stored in an Excel spreadsheet.

Question 6: What objects, fields, and tables will your organization be passing in the data integration between the Contract Management Solution and/or eProcurement System and specified third-party system(s)?

Answer: Data associated with purchase requisitions will be passed into the CLMS from the ERP. Data related to vendor contracts will be passed from the CLMS to the ERP.

Question 7: Are the other systems installed/deployed on your organization’s server(s) or is the vendor hosting the software (cloud/SaaS)?

Answer: Deltek CostPoint (ERP) is SaaS.

Question 8: Do third-party systems have one of the following available for integration and your organization has licensed access: SOAP API, REST API?

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Answer: Deltek CostPoint (ERP) has SOAP and REST API.

Question 9: Can you please provide additional details about your organization’s process flows or diagrams as it relates to the integration requirements?

Answer: The high-level process flow for vendor contract is as follows. Purchase requisitions will be generated in the ERP. Once approved and required procurement steps are completed, the associated vendor contract will be generated by Legal in the CLMS based on templates with the required fields and scope completed in the request process.

The contract should then be negotiated and edited within the system and routed for signatures as feasible. Once the contract is executed, a purchase order generated in the ERP will be required to be linked to the associated purchase requisition and contract.

Question 10: What documents/contract types would you like to author within the system (number of templates)?

Answer: ARC would like the ability to build and manage multiple types of project-based and non-project legal agreements in the system such as service, commodities based, sole source agreements, task order, consultant, MSAs, MOUs, etc. As for building, ARC would like the system to stay current on mandatory federal and state exhibits as part of the contract. As another example, Information Services would like to build Professional Services Agreements, SaaS, Consulting Services, and ARC’s Terms and Conditions. Proposer shall detail what is in their system for the Agency to select from.

Question 11: Do you require professional services to configure templates?

A. If so, how many would be required for the awarded vendor to configure?

Answer: No.

Question 12: Do you require professional services to configure workflow processes?

Answer: Yes, ARC would like assistants with configuring workflows. Workflows currently exist, but they would need to be configured into the selected CLMS system.

Question 13: If so, how many would be required for the awarded vendor to configure?

Answer: There will be approximately 3 workflows, 1 for contracts, 1 for documents generated from external sources (grants, licenses, etc), and 1 for legal documents generated internally

Question 14: Can you please provide additional details about your organization’s workflow/approval processes?

Answer: No, detail organizational workflow will be provided upon award.

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Question 15: Can you please provide number of steps and examples?

Answer: This information is not available at this time.

Question 16: Do you have an established time frame for the implementation of the awarded solution?

Answer: As soon as possible for the contract management system, A timeline and implementation plan shall be discussed upon Contract award and Kick-off.

Question 17: If so, what are the anticipated kick-off and go-live dates?

Answer: As soon as possible for the contract management system with an expectation of the end of the third quarter, a timeline and implementation plan shall be discussed upon Contract award and Kick-off.

Question 18: If no specific dates have been established, how many weeks do you plan to dedicate to the implementation process?

Answer: ARC expects the implementation schedule to take 8-12 weeks from Contract execution.

Question 19: Is your organization eligible to purchase off the GSA Schedule 70?

Answer: Yes, ARC is eligible to purchase of the GSA and State of Georgia Marketplace.

Question 20: If yes, would you like GSA pricing in the bid response or retail pricing?

Answer: Yes, ARC would like the proposers best pricing for the requested system.

Question 21: If in the event our response is subject to an Open Records Request, will we be notified and given the opportunity to provide a redacted response in accordance with applicable Freedom of Information laws?

Answer: No, please mark trade secrets or other information subject to nondisclosure as confidential. Under Georgia law, only trade secrets are confidential, and it will be the bidder’s responsibility to identify and defend those as confidential. ARC will redact and not disclose any information marked as confidential. The entire document may not be marked as confidential as a public bid is not confidential. If the entire document is submitted as confidential, and subject to an open records request, it will not be subject to redaction.

Question 22: Does your organization require an electronic signature tool? If so, are you currently utilizing a specific product and which tool are you using?

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Answer: ARC currently uses Adobe E-sign. We are interested in a tool within the system, or the ability to integrate Adobe E-sign. We are not interested in a separate license for an E-signature tool.

Question 23: Does your organization require a test environment/sandbox?

Answer: Yes, ARC shall require a testing environment/sandbox.

Question 24: If so, how many users would require access to the test environment?

Answer: ARC will require approximately 10 test environments.

Question 25: Is onsite training required, or is ARC open to virtual training?

Answer: ARC is open to virtual training but onsite is acceptable also.

Question 26: Is there an expected Go-live date?

Answer: ARC expects the implementation schedule to take 8-12 weeks from Contract execution.

Question 27: What ERP is utilized?

Answer: ARC currently utilizes DelTek CostPoint (ERP) System.

Question 28: Can you explain the "legacy load" capability in more detail? What is the process for batch uploading digital contracts and contract-related documents? Are there any specific file formats or structures that need to be followed?

Answer: There is not currently a system in place. Legacy load speaks to the ability to take historical ARC contracts currently in a PDF format on a shared drive and upload them into the selected contract management system.

Question 29: Are there any specific rules or conditions that need to be implemented in the workflow engine?

Answer: Yes, there needs to be a sequential approval workflow based on agency approval authorizations.

Question 30: Can you explain the requirements for escalating tasks that are past due or have no progress reported? What actions should be taken when a task is escalated?

Answer: A notification or reminder sent to the user with whom the item is pending.

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Question 31: Can you provide more details about the different procurement and contract types that need to be supported? Are there any specific workflows or processes associated with these types?

Answer: Request for Proposals, Request for Quotes, Sole Source, Invitation to Bid, and Notice of Funding Opportunity are the most common procurement types. Contracts include contracts for services, contracts for goods, license agreements, memorandums of understanding and agreement, grant agreements, and subgrant awards most commonly.

Each solicitation type has a different process. Generally, the contract workflows will follow one of the 3 outlined in question 13.

Question 32: Can you provide more details about the desired collaboration and communication features for all parties involved in the contract creation process? What level of access or permissions should be provided to different user roles?

Answer: See question 1

Question 33: Can you explain the desired contract execution process? What are the steps involved and what level of automation or integration is expected?

Answer: It is expected that from the initiation of a contract request, the entire process should be automated to include drafting from templates, negotiating and editing from both ARC legal and third-party contractors, contract execution, and contract management via document accessibility and system reminders on end dates, renewal periods, etc.

Question 34: Can you provide any information about the scalability and flexibility requirements for the system? How should the system handle a growing number of contracts or changing business needs?

Answer: ARC is looking for a CLMS solution that will be able to maintain and manage its growth, to include but not limited to all Federal, State, Local and ARC retention policies and laws.

Question 35: How should the system facilitate the evaluation and awarding of competitively solicited contracts? Are there any specific evaluation criteria or scoring mechanisms that need to be incorporated?

Answer: This function would reside in the e-procurement system. The evaluation and scoring mechanisms will need to be established individually for each solicitation with a recommended set of criteria as a baseline.

Question 36: You are looking for a Contract Lifecycle Management Solution with a potential later e-procurement phase. What is the timeframe ARC having for the second solution or a rollout for the e-procurement phase? Will there be a preference for vendors that propose a solution for both?

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Answer: The CLMS has been budgeted for 2024 to be completed by the end of Quarter 3 2024. The e-procurement phase is expected to be budgeted for 2025 implementation. A 2025 budget will be approved in November of 2024. Any E-procurement system must be compatible with existing systems including the ERP and CLMS. Preference will be given to a seamless end user experience in a single system.

Question 37: Will you have any dates set aside for presentations of the software?

Answer: There are not currently dates scheduled, but this may take place in the evaluation process.

Question 38: Only see requirements in the chart. Does ARC have any desirables not listed?

Answer: The chart outlines the minimum requirements for the system. ARC is interested in all best and final solutions.

Question 39: Software needs to have the ability to interface with ARC solutions such as Deltek Costpoint 8.1.0 and other systems - what and how many other systems does the software need to have the ability to interface with?

Answer: None that are known at this time; however, a CLMS API would allow us to integrate with other system as the need occurs.

Question 40: RFP states that a sealed package must contain a hard copy and USB drive with a copy of the proposal. Is there an option for submitting the proposal digitally or virtually?

Answer: Yes, ARC can waive the USB submissions, but not the hard copy submission and accept vendor responses through e-mail Procurement@atlantaregional.org. The Proposer is responsible to ensure their response is received on time.

Question 41: Are we allowed to know what system, if any, is currently being used? Or has been used in the past?

Answer: Currently, there is no contract management system. The approvals are on paper forms. Contracts are created in MS Word and routed via email for execution and editing.

There is a contract execution workflow that has been built for the signature process only, and the contracts are routed for signature via Adobe E-sign. Final contracts are stored on shared drives, and the Department is responsible for managing the complete contract file.

There is a legacy system, Docufree, (2009 to 2017), which was used for contract storage only.

Question 42: Can you provide more details on the current systems and structures that the proposed CLMS needs to integrate with besides Deltek Costpoint 8.1.0? Are there other critical systems or platforms in use at ARC?

mailto:Procurement@atlantaregional.org

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Answer: See question 39.

Question 43: Could ARC provide examples of the types of reports and dashboards that are currently used or desired in the new system?

Answer: Preferred reporting would include timelines of the process to identify bottlenecks, numbers of contract by years, department, or funding source. Contracts by end date. Active contracts.

Question 44: Is there a preferred technology stack or programming language for the API integrations mentioned in the RFP?

Answer: Deltek CostPoint allows for the development of web services for the import and export of specific data elements. We also have ODBC read-only access to the CostPoint SQL Server database. We prefer Python for programming an interface between the CostPoint webservice/ODBC query and the CLMS API.

Question 45: What is meant by Cybersecurity Insurance?

Answer: Cybersecurity insurance is a specialized type of insurance designed to help businesses mitigate financial losses resulting from cyber incidents, such as data breaches, hacking, ransomware, and other forms of cyberattacks. Vendors with cybersecurity insurance often need to meet specific security standards and undergo regular assessments.

This means they are more likely to have robust security measures and protocols in place, providing you with additional assurance of their commitment to protecting customer data. This is assuming a SaaS solution.

Question 46: If opting for the later phase e-procurement system implementation, what are the specific functionalities ARC is looking to automate? Can you provide use cases or scenarios?

Answer: Request for Proposals, Request for Quotes, Sole Source, Invitation to Bid, and Notice of Funding Opportunity are the most common procurement types. The specific functionalities would be generating an RFP from a template, vendor registration and management, collection of responses and evaluations within the platform, and seamless integration with the CLMS for contract drafting.

Question 47: Are there specific vendors or platforms with which the e-procurement system should integrate?

Answer: Deltek CostPoint and the selected CLMS

Question 48: To adhere to strict security standards developed to protect our customers, our organization prohibits external storage devices (including USB) from being connected to company assets. Could you waive the hard copy and USB submissions, and accept vendor responses through e-mail?

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Answer: Yes, ARC can waive the USB submissions, but not the hard copy submission and accept vendor responses through e-mail Procurement@atlantaregional.org. The Proponent is responsible to ensure their response is received on time.

Question 49: In section VII. Proposal Format/Content, item 6, an "Additional Requirements" section is mentioned. Could you confirm where the Additional Requirements section can be found in the document?

Answer: This Information is provided the Proponent separate section identified as "Additional Requirements" that describes the proposer’s guaranty maintenance and support capabilities

Question 50: How many people are involved in a complete workflow for the Contract Management Process - i.e. create document, edit, redlining, collaboration, approvals and signatures, third party approvers/signers?

Answer: An average of approximately 10 people per contract from the project manager generating a request, financial review, department approval, legal review and approval, ARC signatures, and with an estimate of external individuals.

Question 51: Can you provide a workflow diagram, indicating who is involved in the CLM process?

Answer: See question 14.

Question 52: How many contract types do you have?

Answer: See question 31.

Question 53: How many historical documents are you looking to have migrated to the CLM solution, and how are they currently stored?

Answer: See question 3.

Question 54: Do you require StateRamp Certification?

Answer: No, ARC does not require StateRamp Certification.

Question 55: How many total users? How many internal users will require administrative level access? How many internal users will require the ability to add, edit and delete Contract Records? How many internal users will require request only access? How many internal users will require read-only access?

Answer: See Response to Question 1.

mailto:Procurement@atlantaregional.org

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Question 56: How many internal users do you project will require access to the system at any given time?

Answer: See Response to Question 2.

Question 57: Will a Test Environment / Sandbox be required?

Answer: See Response to Question 23

Question 58: For the E-Signatures, is there a preference between Adobe E-Sign, DocuSign or any other?

Answer: See Response to Question 22.

Question 59: Please provide an example of an ARC standard use case for managing contract activities, i.e., most standard workflow from drafting to execution to repository.

Answer: This information cannot be provided at this time. See question 14.

Question 60: Please provide an example of the most complex use case for managing contract activities.

Answer: This information cannot be provided at this time.

Question 61: Please provide an example of an ARC case for solicitations/e-procurement activities, i.e., most standard workflow from solicitation creation to evaluation to award.

Answer: ARC standard use case for solicitations or e-procurement is similar to most local governmental agencies.

Question 62: Please provide an example of the most complex use case for solicitation activities

Answer: This information cannot be provided at this time.

Question 63: Do any of your participating members (counties, city, others) have any responsibilities or input into any ARC contracting or solicitation activities? If so, in what way, and what is the current business process to accomplish this?

Answer: ARC provides subgrant awards to many participating members and the role in ARC contracting is that of a third-party contractor.

Question 64: Are ARC contracts available for use to member counties and the city?

Answer: In terms of cooperative purchasing, ARC contracts are not currently set up in that way. Cooperative purchasing maybe an option in the future.

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Question 65: How does the ARC ensure that all of their contracts and or solicitation awards are compliant to their current regulations today?

Answer: ARC manually reviews that each contract/solicitation are compliant with current regulations and standards.

Question 66: How does the ARC handle any process changes when a new compliance requirement comes about due to new laws, changes in existing law, etc.?

Answer: ARC currently manually updates its boilerplate and templates stored on ARC shared drives.

Question 67: Is there a current process to ensure ARC's contracting/procurement activities do not disproportionately impact protected classes and meet the current environmental justice models? If nothing exists today, would it be important or relevant to the ARC to be able to understand the environmental impact of its spend?

Answer: As a grant-based agency, procurement activities are subject to federal regulations and funding agency requirements. Specifically, as a USDOT subrecipient, ARC has a Disadvantaged Business Enterprise Program. Participation in that program is currently manually administered, tracked and reported on.

Question 68: What is the current DEI process for the ARC today? Does the current process track or have visibility into diverse subcontracting activities? Is the ability to track DEI subcontracting important to the ARC?

Answer: See response to Question 67.

Question 69: Does the ARC conduct vendor performance evaluations today? If so, what is the process? If not, what will be the requirements or important measurements within the future CLM/eProcurement platform?

Answer: No, ARC does not currently have a formal vendor performance evaluation process.

At a minimum, the project managers should provide a numerical scored rating on uniform measures such as responsiveness, timeliness, deliverable satisfaction, etc.

Question 70: After ARC receives an open records request to their email alias, what is the current process and/or workflow to meet the request? If all requests vary, then please provide the most common.

Answer: All open records requests are currently forwarded to the Open Records Officer.

The Open Records Officer then identifies the internal point of contact for the requested documents, i.e. the project manager, and collects the requested documents. The Open Records Officer then reviews the requested documents for any confidential information such

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Question 71: Does the ARC or any of its members have an existing generative AI use policy?

Answer: Yes, ARC has an existing generative AI use policy in place.

Question 72: How does the ARC define enterprise level solutions?

Answer: Agency wide versus department level processes and solutions.

Question 73: Does the ARC have a preference between one single data model driven platform for all requirements or two separate tools with an integration between the two?

Answer: ARC is willing to review any solution proposed which is in the best interest of ARC to accept.

Question 74: Does the ARC have any further requirements from the platform after the optional solicitation requirements, i.e., additional procurement workflows like requisition, purchase, and payments or "OK to Pay"?

Answer: No, not currently.

Question 75: What is the number of existing contracts that will need to be imported into the CLM, and what is their current format?

Answer: See response to Question 3a.

Question 76: What is the number of current suppliers used by the ARC today?

Answer: This information cannot be readily provided with the available information.

Question 77: Are contracts created and managed centrally or across the organization?

Answer: Currently ARC contract has a decentralized procurement system. The procurement of a CLMS system will allow ARC to centralize its system.

Question 78: How many contract creators/managers exist across the organization?

Answer: ARC currently has 4 individuals across the agency authorized to draft contracts.

This will reduce to 2 individuals within the legal department with the implementation of the

CLMS.

Question 79: How many creators/editors of solicitations exist across the organization?

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Answer: Currently, each department has a budget manager responsible for procurement functions including the development of solicitations, which are then reviewed by the 2-person procurement team. Upon the implementation of the new CLMS, and preceding any e-procurement implementation, the process will be changed so that the 2-person procurement team creates all solicitations within the agency.

Question 80: How many Admin user licenses are needed for CLM and eProcurement solutions?

Answer: See response to Question 1.

Question 81: How many historical contracts/agreements would ARC desire to migrate into the new CLM solution?

Answer: See response to Question 3a.

Question 82: Please confirm the total number of users in the proposed solution is twenty (20).

Answer: See response to Question 1.

Question 83: Please provide a breakdown by group/department/unit of total number of users and roles. Please identify any applicable IT staff that will require access to the proposed solution.

Answer: See response to Question 1.

Question 84: Please indicate the total amount of vendor-hosted storage requested

Answer: ARC requests unlimited storage.

Question 85: When is your desired "go-live" date?

Answer: See response to Question 17.

Question 86: Is this project currently funded? If so, please identify the budgeted project amount.

Answer: Yes, the CLMS portion of this project currently funded. ARC estimated the project to between $45K - $60K.

Question 87: Is the ARC currently utilizing Windows or Mac products?

Answer: ARC currently utilizes Windows products for the majority of users with less than a dozen Mac users.

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Question 88: Would it be possible to allow for two (2) weeks between the issuance of answers to the Q&A period and the proposal due date? This will ensure adequate time to scope necessary technical aspects identified in the amendment.

Answer: ARC will extend the response due date to account for the posting of the Q&A responses.