RFP UCO-1024 Electronic Sourcing (E-Sourcing) Solution Functional Requirements.xlsx
XLSX spreadsheet 22 KB Posted
- Attached to
- Electronic Sourcing (E-Sourcing) Solution
- Solicitation number
- 2139769
- Issued by
- Kings County, New York
About this file
This is a Functional Requirements document for the City University of New York (CUNY) Electronic Sourcing (E-Sourcing) Solution procurement initiative. CUNY seeks a comprehensive e-sourcing platform to support procurement operations across its colleges and administrative units throughout the complete sourcing lifecycle. The solution must accommodate multiple solicitation types including Invitations to Bid (IFB), Requests for Quote (RFQ), Requests for Proposal (RFP), sole source, single source, multiple award contracts, piggybacks, Requests for Information (RFI), Requests for Comments (RFC), Qualification-Based Selection, informal Quick Quote processes, Reverse Auction, and Surplus Auction. The system must enable seamless integration between need identification and solicitation development, support role-based access controls, provide standardized and user-defined solicitation fields, and allow contract managers to create solicitations independently or from purchase requisitions. The platform must support secure electronic supplier submission through a protected lockbox mechanism with encryption, separate management of technical and cost components for formal solicitations, supplier question management with workflow tracking, and comprehensive evaluation capabilities including online collaboration, anonymized evaluations, and automated scoring calculations.
The solution must include an official electronic procurement file maintaining sourcing event data, documents, modifications, and audit trails in compliance with data retention and open records requirements, with public read-only access to procurement files while excluding proprietary information. The system requires robust supplier management functionality including supplier portal integration, supplier list generation based on solicitation criteria with automatic duplicate elimination, and support for both registered and unregistered suppliers. Award and notification management capabilities must encompass the ability to award to multiple suppliers by line item or category, generate contracts or purchase orders directly from solicitation data, post award results with user-controlled timing, send electronic notifications to awarded and non-awarded suppliers, and maintain document repositories for procurement files including protest requests and outcomes. The solution must support configurable workflow and approval rules based on data triggers such as dollar thresholds, user roles, commodity classifications, and required review types, with both sequential and parallel routing configurations. CUNY has established a Minority/Women Business Enterprise (MWBE) contracting goal of 30 percent, and no prior identical or substantially similar contracts have been awarded within the past five years.
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| File | Type | Posted |
|---|---|---|
| RFP UCO-1024 Electronic Sourcing (e-Sourcing) Solution.pdf | ||
| Attachment B Cost Proposal Workbook.xlsx | XLSX spreadsheet |
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Sourcing Management
| Requirement ID No. | Function | Requirement Description | Requirement | Requirement Met? Yes/No | Solution Code | Comments | |
| Baseline | Evaluated | ||||||
| eSOU-1 | Core Solicitation Creation & Control | The Solution provides seamless integration between the Need Identification component and the Solicitation Development process, enabling initiation of a Solicitation directly from an identified Need. Information captured within the Need Identification component is automatically carried forward and made available within the Solicitation without requiring re-entry. | X | ||||
| eSOU-2 | Core Solicitation Creation & Control | The Solution provides functionality to create, edit, and cancel multiple types of solicitations to support both basic and complex purchasing scenarios. The Solicitation Development functionality is inclusive of all Suppliers, provides public access and transparency where applicable, and automates solicitation activities through the award process. The Solicitation Development functionality supports direct access and uses independently of the Need Identification or Purchase Requisition components of the system. At a minimum, the Solution supports the following solicitation types and sourcing methods: |
(a) Invitation to Bid (IFB);
(b) Request for Quote (RFQ);
(c) Request for Proposal (RFP);
(d) Sole Source;
(e) Single Source;
(f) Multiple Award, including non-competitive contracts;
(g) Piggybacks, including both centralized contracts and agency-specific contracts;
(h) Request for Information (RFI);
(i) Request for Comments (RFC);
(j) Qualification-Based Selection;
(k) Solicitation processes supporting requests for clarification or revision in accordance with State Finance Law §163(9)(c);
(l) Informal or simplified “Quick Quote” processes for obtaining quotations;
(m) Reverse Auction; and
| (n) Surplus Auction. | X | |||
| eSOU-3 | Core Solicitation Creation & Control | The Solution makes Solicitation Development functionality available to all authorized users, with user access governed through administrative, role-based, or other access controls managed by CUNY. | X | |
| eSOU-4 | Core Solicitation Creation & Control | The Solution provides the ability to assign and maintain unique solicitation identification numbers, including both system-generated and client-established formats, with controls to prevent duplication. | X | |
| eSOU-5 | Core Solicitation Creation & Control | The Solution provides standardized and authorized user-defined solicitation fields at both header and line levels, as defined by CUNY, including support for required and optional fields, controlled value sets, numeric and date formats, appropriate field-level edits, and user-defined error and warning messages. | X | |
| eSOU-6 | Core Solicitation Creation & Control | The Solution enables solicitations to be created independently, without requiring an associated Purchase Requisition or Request in the system. | X | |
| eSOU-7 | Core Solicitation Creation & Control | The Solution enables solicitations to be created from Purchase Requests and supports the ability for authorized users to combine multiple Purchase Requests into a single solicitation. | X | |
| eSOU-8 | Core Solicitation Creation & Control | The Solution provides the ability to assign one or more commodity codes identifying the goods or services being procured within a solicitation, with controls to prevent unauthorized alteration of assigned commodity codes. | X | |
| eSOU-9 | Core Solicitation Creation & Control | The Solution enables the Contract Manager to set and revise the solicitation closing date and time, including revisions made through addenda or amendments. | X | |
| eSOU-10 | Evaluation & Award Controls | The Solution restricts access to formal solicitation response submissions until after the solicitation opening date and time. For solicitation types that include separate cost and technical response components, the Solution manages these components independently and provides the Contract Manager with controls to explicitly unlock access to each component, supporting evaluation procedures that require review of technical proposals prior to accessing or viewing cost proposals. | X | |
| eSOU-11 | Evaluation & Award Controls | The Solution limits access to Supplier responses or proposals and associated evaluation materials during evaluation and prior to award to authorized users, including at a minimum the Contract Manager, the Contract Manager’s management, Legal Counsel, other CUNY internal reviewers, relevant CUNY divisions, and staff designated as evaluation panel members. | X | |
| eSOU-12 | Evaluation & Award Controls | The Solution provides the ability to create and execute an award from an evaluated solicitation, including, at a minimum, the ability to: |
(a) award to one or more Suppliers, including awarding by line item, category, region, or total award;
(b) generate an award in the form of a contract or purchase order, created directly from the solicitation and associated response or proposal information;
(c) post award results, with user-controlled timing of the posting and the ability to determine what award information is published, including the option to include specific attachments of any size or type;
(d) send electronic award notifications to awarded Suppliers;
(e) generate electronic notifications to Suppliers whose responses or proposals are determined to be disqualified for failure to meet mandatory and/or minimum solicitation requirements, with such determinations controlled by the analyst or buyer;
(f) send electronic non-award notifications to Suppliers that submitted responses or proposals but were not selected for award; and
| (g) define re-seller relationships and support multiple delivery locations, as applicable to the award. | X | |||
| eSOU-13 | Procurement File, Transparency & Search | The Solution maintains an official electronic procurement file that captures sourcing event data, documents and attachments of any size or type, modifications, Contract Manager notes, evaluator comments, and other official records, in accordance with applicable data retention and open records requirements. | X | |
| eSOU-14 | Procurement File, Transparency & Search | The Solution provides public, read-only access to the electronic procurement file and associated attachments, with the ability to exclude proprietary or confidential information and documents. | X | |
| eSOU-15 | Procurement File, Transparency & Search | The Solution enables Contract Managers, CUNY, and other authorized internal reviewers to search open and closed solicitations using keyword-based and attribute-based criteria, including titles, descriptions, line items, supplier names, commodity codes or descriptions, solicitation numbers, and other identifying elements. | X | |
| eSOU-16 | Supplier Access & Secure Submission | The Solution integrates with the Supplier Portal to provide Suppliers with access to solicitations and the ability to submit responses electronically through their system account. | X | |
| eSOU-17 | Supplier Access & Secure Submission | While a solicitation is open, the Solution provides Suppliers with the ability to submit questions or inquiries related to a specific procurement opportunity. | X | |
| eSOU-18 | Supplier Access & Secure Submission | The Solution applies a date and time stamp to the receipt of each response or proposal, including alternate submissions. If a response or proposal is resubmitted as a replacement prior to the solicitation closing date and time, a new receipt date and time stamp is applied. | X | |
| eSOU-19 | Supplier Access & Secure Submission | The Solution supports secure electronic submission of responses and proposals through a protected lockbox mechanism, including controls that enable management of technical and cost submission elements as separate and distinct components when applicable to the solicitation. For formal solicitations, the Solution supports encryption of responses and proposals within the lockbox until the solicitation closing date and time has passed. | X | |
| eSOU-20 | Supplier Access & Secure Submission | While a solicitation is open, the Solution enables Suppliers to withdraw, revise, and resubmit responses or proposals. |
(a) When permitted by the solicitation, the Solution enables Suppliers to submit alternate responses or proposals that are separate and distinct from the primary response and can be identified as alternates.
(b) The Solution supports Supplier submission of multiple attachments of any size or type as part of an online response or proposal.
(c) The Solution supports Supplier submission of a no-response, either for the solicitation in its entirety or by line item, as applicable.
| (d) The Solution provides Suppliers with an electronic confirmation that a response or proposal was received by the system, including confirmation of modifications and cancellations. | X | |||
| eSOU-21 | Supplier Access & Secure Submission | The Solution supports electronic signature of Supplier responses using a method acceptable to CUNY. | X | |
| eSOU-22 | Advanced Q&A Workflow | The Solution provides the ability for Contract Managers to identify and assign users to workflow supplier questions for review and response. Question management functionality includes, at a minimum: |
(a) the ability to separate multiple questions submitted by a supplier into individual questions;
(b) spell-check and editing support for drafted responses;
(c) workflow tracking of assigned questions through completion;
(d) return of drafted responses to the Contract Manager through workflow;
(e) tools for the Contract Manager to consolidate, edit, and finalize responses;
(f) posting of approved responses for public viewing, as applicable;
(g) maintenance of an audit log identifying the user who provided each response, including date and time stamps; and
| (h) maintenance of an audit log capturing edits made by the Contract Manager to another user’s response, including before-and-after values, user identification, and date and time stamps. | X | |||
| eSOU-23 | Advanced Solicitation Development | The Solution supports the use of commonly available office productivity tools, including Microsoft Office applications and Adobe Acrobat, in the creation and preparation of solicitation documents. | X | |
| eSOU-24 | Advanced Solicitation Development | The Solution provides the ability to create a new solicitation by copying an existing solicitation, including all associated data and attachments, regardless of file size or format. | X | |
| eSOU-25 | Advanced Solicitation Development | The Solution supports an RFP solicitation format that separates Cost and Technical sections into distinct components of the solicitation. The Solution enables these Cost and Technical components to be: |
(a) published as separate sections of the RFP;
(b) submitted by Suppliers as separate and distinct response components; and
| (c) structured to include multiple sections or subcomponents within both the Cost and Technical responses, as applicable. | X | ||
| eSOU-26 | Advanced Solicitation Development | The Solution provides a centralized repository of standard documents and templates that may be established and made available by Centralized Contract, sets or categories of Centralized Contracts, or across all Centralized Contracts. |
The repository functionality supports, at a minimum, the following capabilities:
(a) use of documents, templates, and standard terms and conditions by individual Contract Managers, including the ability to designate materials for exclusive or restricted use;
(b) creation and management of multiple solicitation templates, including the ability to control which organizations or Authorized Users may access and use specific templates;
(c) definition and use of State of NY, CUNY’s Standard Terms and Conditions for use by Authorized Users;
(d) version control and change tracking for documents, terms and conditions, and templates, including identification of changes made by Contract Managers;
(e) check-in / check-out functionality and lifecycle management for documents, terms and conditions, and templates, with a complete auditable history of revisions; and
| (f) definition and management of commodity, technology, product, or service specifications, including the ability to associate supporting attachments of any size or type. | X | |||
| eSOU-27 | Advanced Solicitation Development | The Solution provides configurable business rules to route solicitations and awards through defined review and approval processes prior to finalization. | X | |
| eSOU-28 | Advanced Solicitation Development | The Solution supports solicitation structures designed to accommodate specific response and pricing scenarios, including but not limited to item pricing, tiered pricing, discounts (percentage or fixed amount), and services-based pricing. | X | |
| eSOU-29 | Award & Notification Management | The Solution enables CUNY to post notices to its public procurement website indicating non-award or cancellation of a response or solicitation. The functionality provides user control over when the notice is posted and supports the inclusion of information regarding future re-solicitation plans. | X | |
| eSOU-30 | Award & Notification Management | The Solution provides the ability to support Contract Manager–initiated award communications and award-related recordkeeping, including the ability to: |
(a) send Contract Manager–initiated email notifications to Authorized Users and their designated representatives regarding an award, with detailed information related to the award decision;
(b) send Contract Manager–initiated email notifications to non-awarded Suppliers that submitted a response or proposal, including issuance of a formal “No Award” notification or letter;
(c) support non-award determinations at a granular level, including non-award of a single line item or the entirety of the solicitation, as applicable; and
| (d) maintain a document repository for the procurement file and award, supporting the upload, storage, and retrieval of documents related to the solicitation and award process, including materials such as proof of advertising, protest requests, protest responses, and protest outcomes. | X | |||
| eSOU-31 | Award Recommendation Workflow | The Solution supports development of award recommendations and routes them for review and approval using configurable workflow functionality. Workflow routing may be based on defined data elements, such as award value thresholds or other business rules. | X | |
| eSOU-32 | Evaluation Collaboration & Communications | The Solution provides secure online collaboration and messaging functionality between the Contract Manager and Suppliers during evaluation or negotiation. Communications conducted through this functionality are captured and retained as part of the official electronic procurement file. | X | |
| eSOU-33 | Evaluation Collaboration & Communications | The Solution provides note-taking and attachment capabilities that allow the Contract Manager to record and retain communications with Suppliers related to a solicitation. All notes and attachments (any size or type) are maintained as part of the official solicitation record. | X | |
| eSOU-34 | Evaluation Collaboration & Communications | The Solution provides an online collaboration capability that enables evaluation panel members to communicate remotely as a group. Content and communications generated through this collaboration are captured and retained as part of the solicitation record. | X | |
| eSOU-35 | Evaluation Collaboration & Communications | The Solution provides secure online collaboration and messaging functionality between the Contract Manager, internal reviewers, and other relevant divisions of CUNY during evaluation, negotiation, and award determination. Communications conducted through this functionality are captured and retained as part of the official electronic procurement file. | X | |
| eSOU-36 | Q&A Management | The Solution provides the ability to establish a cut-off point for Supplier submission of questions, including specification of a cut-off date and time or a defined number of business days prior to the solicitation closing date and time. | X | |
| eSOU-37 | Q&A Management | The Solution provides an email notification to the Contract Manager when a question has been submitted by a Supplier. | X | |
| eSOU-38 | Q&A Management | The Solution provides the Contract Manager with the ability to view and respond to Supplier-submitted questions. | X | |
| eSOU-39 | Q&A Management | The Solution provides the ability for the Contract Manager to upload questions and responses into the system using an Excel file as an alternative data entry method. | X | |
| eSOU-40 | Q&A Management | The Solution provides the ability to post all questions and responses publicly as part of the solicitation, without disclosing the identity of the Supplier that submitted the inquiry. | X | |
| eSOU-41 | Q&A Management | The Solution provides the Contract Manager with the ability to designate which questions and responses are viewable online in order to screen inappropriate, duplicative, or otherwise unsuitable questions. | X | |
| eSOU-42 | Response Evaluation & Scoring | The Solution provides online evaluation functionality that enables authorized users to analyze, review, and compare responses or proposals across multiple dimensions. Evaluation analysis capabilities include, at a minimum: |
(a) review and comparison of responses by supplier, line item, and total, including comparison of final offers or revision;
(b) review and comparison of responses by supplier and by evaluation score;
(c) support for anonymized evaluations by concealing supplier identities where required;
(d) comparison and reporting of subcontract data across supplier responses, including classifications such as MBE, construction, service providers, off-shore sourcing, and similar attributes; and
| (e) automated calculation and presentation of response or proposal evaluation results to support Contract Manager initial analysis. | X | ||
| eSOU-43 | Response Evaluation & Scoring | The Solution supports configuration and application of evaluation governance rules and statutory requirements during response evaluation. Governance functionality includes, at a minimum: |
(a) the ability to define and apply response preferences in accordance with CUNY requirements;
(b) automatic application of applicable statute- or rule-required response preferences to Reverse Auction bids as they are received and presented for evaluation; and
| (c) the ability to define and display organization-specific and solicitation-type-specific online evaluation checklists that guide Contract Managers through required evaluation steps. | X | ||
| eSOU-44 | Response Evaluation & Scoring | The Solution provides tools to generate, manage, and distribute evaluation artifacts and outputs. Evaluation output functionality includes, at a minimum: |
(a) export of response or proposal evaluation data in a CUNY approved format;
(b) attachment of supporting documents to evaluation records;
(c) generation of an Evaluation Summary view suitable for on-screen review and printing; and
| (d) the ability to print individual responses or proposals as needed. | X | ||
| eSOU-45 | Response Evaluation & Scoring | The Solution supports documentation and auditability of evaluation activities. Documentation functionality includes, at a minimum: |
(a) the ability to capture evaluation notes at both the individual criteria level and the overall evaluation level (e.g., consensus notes); and
| (b) retention of evaluation documentation as part of the official procurement record to support audit, review, and transparency requirements. | X | ||
| eSOU-46 | Response Evaluation & Scoring | The Solution provides functionality that enables the Contract Manager to capture and manage evaluation panel member inputs as part of the response evaluation process. This capability includes: |
(a) entry and maintenance of evaluation panel members’ scores, notes, comments, and attachments (any size or type); and
| (b) the ability for evaluation panel members to directly enter their own scores, notes, comments, and attachments for Contract Manager review and oversight. (c) the abiity to allow evaluation panel members to edit their scores, in addition to retaining their original scores. | X | |||
| eSOU-47 | Response Intake & Disclosure | The Solution provides CUNY with the ability to enter Supplier-submitted paper responses or proposals into the system, with the option to enter such responses in a manner consistent with electronically submitted responses or proposals, so that paper responses are captured electronically and may be displayed within the public posting of bids, as applicable. | X | |
| eSOU-48 | Response Intake & Disclosure | The Solution provides the Contract Manager with the ability to publish a list of responders. Use of this functionality is optional and allows the Contract Manager to determine whether the list is publicly posted or distributed by email to Suppliers that submitted a response or proposal. The Contract Manager retains the ability to determine what response or proposal information is included in the posting or email. | X | |
| eSOU-49 | Response Intake & Disclosure | The Solution provides notification to the Contract Manager when an award-related review or approval action occurs. | X | |
| eSOU-50 | Solicitation Development | The Solution provides sourcing management and solicitation development functionality that supports the creation, review, and management of solicitations through configurable and reusable processes. At a minimum, the Solicitation Development functionality includes the ability to: |
(a) Review purchase requisitions and solicitation requests within the system;
(b) Build solicitations using templates maintained within a centralized repository;
(c) Select and apply standard solicitation documents and template packages from a repository to support alternative sourcing methods, distribute solicitation materials electronically to Suppliers, and receive Supplier responses electronically within the system; and
| (d) Create solicitation line items externally using spreadsheet-based tools (e.g., Excel) and upload those line items into a solicitation, including the ability to revise and re-upload items as needed. | X | |||
| eSOU-51 | Solicitation Management & Controls | The Solution provides the ability to temporarily or permanently reassign solicitation-related work between Contract Managers or users within the defined organizational hierarchy. | X | |
| eSOU-52 | Solicitation Management & Controls | The Solution provides the ability to capture comments and journal entries throughout the solicitation and procurement process, with such entries appended to the record and retained as part of the historical audit trail. | X | |
| eSOU-53 | Solicitation Management & Controls | The Solution enables the Contract Manager to indicate whether alternate responses or proposals will be accepted for a solicitation. | X | |
| eSOU-54 | Solicitation Management & Controls | The Solution provides the Contract Manager with control over solicitation publishing, including the ability to specify a publish date and time that overrides any automatic system publishing behavior. Publishing functionality posts the solicitation and related attachments to the Client’s public procurement website and supports authorized users publishing on behalf of another user. | X | |
| eSOU-55 | Solicitation Management & Controls | The Solution provides configurable functionality to require online audit verification of responses or proposals prior to Contract Manager access and evaluation. When enabled, audit verification prevents access to responses or proposals until verification has been completed and supports application of this requirement only to designated organizations or solicitations where such review is required. | X | |
| eSOU-56 | Solicitation Management & Controls | The Solution supports modification of a solicitation through addenda or amendments created prior to the solicitation closing date and time, with each modification managed as a new version. Modifications are posted to the State’s public procurement website and trigger electronic notifications to Suppliers on the solicitation distribution list, including Suppliers that have submitted responses, and may include changes to closing dates and times or placement of the solicitation in a hold status. | X | |
| eSOU-57 | Solicitation Management & Controls | The Solution provides the ability for users authorized to access a solicitation to create documents, notes, and attachments of any size or type to a solicitation that are for internal purposes only (e.g., administrative changes), which: |
(a) do not create an addendum or amendment to the solicitation;
(b) do not publish to the public procurement website; and
| (c) do not send electronic notifications to Suppliers. | X | |||
| eSOU-58 | Solicitation Management & Controls | The Solution provides the ability for the Contract Manager to require Suppliers to submit proposals outside of the system, in hard copy or other specified formats, and not allow online responses. In such cases, viewing of the solicitation on the public posting and within the Supplier account clearly indicates that online responses are not permitted. | X | |
| eSOU-59 | Solicitation Management & Controls | The Solution provides email alerts and on-screen messages to the Contract Manager upon system access to notify the user when issues or required actions exist for a solicitation. | X | |
| eSOU-60 | Solicitation Management & Controls | The Solution provides support for multiple units of measure associated with a commodity code, including conversions between units, for use in solicitations and Supplier-submitted responses. | X | |
| eSOU-61 | Solicitation Management & Controls | The Solution provides the ability to establish weighted scoring criteria, bid factors, and bid factor groupings for use in formal solicitations, including Requests for Proposals (RFPs), Competitive Sealed Bids, Qualification-Based Selections, and informal solicitations such as Requests for Quotes (RFQs). | X | |
| eSOU-62 | Solicitation Management & Controls | The Solution provides the ability to conduct pre-response or pre-proposal conferences online, including webinar-based sessions, with functionality to record and capture the event, store the recording as part of the solicitation record, and optionally post the recording publicly. | X | |
| eSOU-63 | Solicitation Posting & Public Visibility | The Solution provides the ability to include external Uniform Resource Locator (URL) links within a solicitation to reference additional or supplemental information. | X | |
| eSOU-64 | Solicitation Posting & Public Visibility | The Solution provides automated electronic notifications to Suppliers included on a solicitation distribution or supplier list when a solicitation is published. | X | |
| eSOU-65 | Solicitation Posting & Public Visibility | The Solution provides Suppliers with the ability to opt out of receiving notifications for a specific solicitation. | X | |
| eSOU-66 | Solicitation Posting & Public Visibility | The Solution enables the Contract Manager to post alerts associated with a specific solicitation on the State’s public procurement website. | X | |
| eSOU-67 | Solicitation Posting & Public Visibility | The Solution provides the ability to post solicitation documentation to public procurement website throughout the full solicitation lifecycle. Posted information may include solicitation details and documents, status updates, response or proposal information, and award or non-award information, while excluding proprietary, confidential, or sensitive data. The Contract Manager controls whether information is posted, what information is posted, and when information is posted. | X | |
| eSOU-68 | Solicitation Posting & Public Visibility | The Solution supports indefinite public posting of solicitations and provides clear separation between active solicitations and solicitations that have closed. | X | |
| eSOU-69 | Solicitation Posting & Public Visibility | The Solution provides the ability to capture basic supplier information, excluding full registration, from suppliers accessing or downloading solicitation documents from the public procurement website, and to associate those suppliers with the solicitation’s Supplier List for future communications and notifications, including email or fax. | X | |
| eSOU-70 | Supplier List & Notification Management | The Solution provides functionality to automatically generate and manage a Supplier List for a solicitation. This functionality includes, at a minimum: |
(a) generation of a Supplier List based on solicitation-specific criteria, including commodity codes, delivery addresses, MWBE/SDVOB status, and other similar attributes;
(b) inclusion of Suppliers with prior or active contracts or purchase orders associated with the same or related commodity codes;
(c) the ability for Contract Managers to include additional Suppliers manually for a specific solicitation;
(d) the ability for Contract Managers to add or remove registered Suppliers from the Supplier List, including the ability to perform bulk add or remove actions;
(e) support for an unlimited number of Suppliers within the Supplier List;
(f) for solicitations associated with existing Contracts, inclusion of Suppliers that have subscribed to receive notifications through their system account; and
| (g) automatic elimination of duplicate email addresses within the Supplier notification list. | X | |||
| eSOU-71 | Supplier List & Notification Management | The Solution provides functionality that enables both registered and unregistered Suppliers to add themselves to a solicitation’s Supplier List for future notifications. This capability supports Supplier access from either the public procurement website or the Supplier’s system account, as applicable. | X | |
| eSOU-72 | Supplier List & Notification Management | The Solution maintains a record of Suppliers that have been notified of a solicitation and provides the ability to generate a printable Supplier List identifying all Suppliers that received solicitation notifications by email. | X | |
| eSOU-73 | Supplier Participation & Response Management | The Solution enables the inclusion of unregistered Suppliers in the solicitation process by providing the ability to add unregistered Suppliers to the generated supplier list at any time during the solicitation lifecycle, including after public release of the solicitation. | X | |
| eSOU-74 | Supplier Participation & Response Management | The Solution enables Suppliers to initiate submission of a response or proposal electronically from either (i) the public solicitation posting or (ii) the Supplier’s system account. When accessed from the public posting, the Solution provides a means for the Supplier to log in or register as a new Supplier. Submission of a response or proposal results in the Supplier being added to the Supplier List for that solicitation when the Supplier is not already included. | X | |
| eSOU-75 | Supplier Participation & Response Management | The Solution supports Supplier submission of pricing information through the upload of a price list file in a CUNY approved format, where applicable to the solicitation. |
(a) The Solution captures Supplier contact information associated with a response or proposal beyond the individual user submitting the response, as applicable.
(b) The Solution provides alerts or system messages to Suppliers when attempting to respond to a set-aside solicitation for which they are not a certified MBE, WBE, or SDVOB, as applicable.
| (c) The Solution supports submission of redacted proposals with an explanation for redactions or the withholding of confidential and proprietary information. | X | |||
| eSOU-76 | Supplier Participation & Response Management | The Solution supports capture of resellers, distributors, and subcontractors identified by the Supplier within a response or proposal, with such information able to carry forward to an awarded contract, as applicable. | X | |
| eSOU-77 | Supplier Participation & Response Management | The Solution supports controlled collaboration on responses and proposals, where multiple Supplier users can access and work on a response or proposal, subject to controls defined by CUNY, including controls intended to prevent collusive behavior. | X | |
| eSOU-78 | Workflow Engine & Routing | The Solution supports the inclusion of attached documents to a solicitation, of any size or type, with the ability to designate attachment-level visibility controls, including public or restricted access. The Solution enables publication of solicitation attachments in a manner that supports easy access and download by authorized users and suppliers, as applicable. | X | |
| eSOU-79 | Workflow Engine & Routing | The Solution provides a sourcing workflow and approval rules engine that supports definition and execution of an unlimited number of workflow and approval rules. | X | |
| eSOU-80 | Workflow Engine & Routing | The Solution supports conditional workflow rule definition and multi-factor data triggers within a single rule to enable complex routing scenarios, including but not limited to dollar thresholds, user roles, commodity classifications, contract types, or other defined criteria. | X | |
| eSOU-81 | Workflow Engine & Routing | The Solution supports placement of workflow steps in sequential (in-series) and parallel (multi-path) routing configurations. | X | |
| eSOU-82 | Workflow Engine & Routing | The Solution supports data-driven workflow routing based on solicitation attributes, including differentiation by commodity type, dollar thresholds, organizational ownership, or required review types (e.g., IT vs. non-IT, security review), with routing to specific users, roles, or approval groups. | X |
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