RFI contract Management Final.pdf

REQUEST FOR INFORMATION

RFI #2425-028 – Contract Management Software

Date of Issue: April 8, 2025 Closing Date: May 6, 2025, at 2 P.M.

Submit via: www.bidnetdirect.com//aimscommunitycollege

Any questions or requests for clarification regarding this RFI should be submitted in writing to connie.lataille@aims.edu

This is not a competitive bid. There will be no award for services or goods made from this request. Information gathered from this RFI may be used to draft and issue a subsequent Request for Proposal (RFP).

mailto:connie.lataille@aims.edu

Contract Management Software #RFI2425-025

Overview

About Aims Community College

Aims Community College is issuing a Request for Information (RFI) to learn about Contract Management Software offerings and current capabilities from potential vendors. This Request for Information (RFI) is solely for the purpose of gathering information and does not constitute a solicitation for bids. Participation in this RFI will not result in any contract awards. Information gathered from this RFI may be used to draft and issue a subsequent Request for Proposal.

Confidentially

As per §24-103-201.5, C.R.S., all responses to requests for information are confidential until after an award, based on a subsequent solicitation, has been made or until the procurement official determines that Aims will not pursue a solicitation based on the RFI. After such time, the responses to an RFI shall be open to public inspection in accordance with the provisions of the Colorado Open Records Act.

Scope and Specifications

Aims Community College manages a variety of contracts, including vendor agreements for services and supplies, educational partnerships, grants, and other agreements necessary for the operation of a higher education institution. Key stakeholders involved in the contract process include the Vice President of Administrative Services, AVP Administrative Services, Staff Executive Administrative Services, Staff Associate Financial Services and Budget Office, Purchasing Director, etc.

Currently, we face challenges with manual processes, lack of visibility into contract status for all stakeholders, tracking renewals, compliance risks, lack of integration with our ERP system, inability to easily adjust workflow, dispersed contract storage, and a required external contract signing component.

We are seeking a solution to centralize our contract management, improve efficiency, enhance compliance, and gain better visibility into our contractual obligations.

Features and Functionality

We are seeking a comprehensive Contract Management System solution with the following key features and functionalities:

• Contract Creation and Authoring: Template management, automated workflows for approvals, version control, redlining capabilities.

• Contract Repository and Management: Secure centralized storage, advanced search and filtering, metadata tagging, automated reminders for renewals and expirations.

• Workflow and Collaboration: Automated routing and approvals, task

Contract Management Software #RFI2425-025 management, notifications, collaboration tools for internal and external stakeholders.

• Compliance and Risk Management: Audit trails, compliance tracking, reporting and analytics on contract performance and obligations.

• Reporting and Analytics: Customizable reports and dashboards to track key metrics, identify trends, and improve contract performance.

• Integration with Workday: Seamless integration with the Workday Finance module for data exchange related to vendors, budget, and payment information.

Specifically, please detail the integration capabilities within this Workday module.

• Signature Component: Contract signature component embedded in workflow.

• Security: Robust security features to protect sensitive contract data, including access controls, encryption, and audit logging.

• Software Deployment and Implementation: Flexible deployment options

(cloud-based, on-premise, or hybrid), clear implementation plan and timeline, data migration support.

• Vendor Support and Training: Comprehensive training materials, ongoing technical support, and dedicated account management.

Information Requested

Please provide the following information in response to this RFI. Submit your response in the order specified below.

• Company Overview: Brief description of your company, its history, and its experience in providing CMS solutions.

• Product Overview: Detailed information about your CMS product, including its architecture, key features, and functionalities.

• Workday Integration: Specifically describe your solution's integration capabilities with Workday Finance. Provide details on the data exchanged, the integration methods used, and any required middleware.

• Implementation and Support: Describe your implementation methodology, training programs, and ongoing support services.

• Pricing and Licensing: Provide a high-level overview of your pricing and licensing models. Detailed pricing information will be requested in a subsequent RFP.

• Client References: Provide at least three client references with similar needs and size to Aims Community College.

• Security and Compliance: Describe your security measures and any relevant certifications or compliance standards.

• Contract Vehicles: List any contract vehicles your organization is affiliated with.

• Suppliers may provide additional supporting documentation pertinent to clarification of the scope of the RFI.

Response must be received prior to the deadline of May 6, 2025 at 2 P.M. MST via www.bidnetdirect.com//aimscommunitycollege

Sole contact for this RFI is: connie.lataille@aims.edu mailto:connie.lataille@aims.edu