Contract Lifecycle Management Solution for Pinellas County Human Services (PCHS) - ARPA

Pinellas County Human Services (PCHS) is seeking a comprehensive Contract Lifecycle Management (CLM) software solution through a Request for Proposal (RFP) issued on March 28, 2024. The county requires a robust, cloud-based system that will serve as a centralized contract and document repository with advanced contract, vendor, and project management capabilities. The proposed solution must be HIPAA-compliant and support integration with the county's planned electronic health record and case management systems. Key functionalities include collaborative contract drafting and review, vendor relationship management, contract and program monitoring, and tracking competitive grant application processes. The CLM solution should accommodate up to three super-user administrative leads, 20 daily system users, 100 read-only internal users, and 200 external portal users. The RFP has critical submission deadlines, including a question submission deadline of April 12, 2024, and a proposal submission deadline of April 25, 2024, at 3:00 pm. Evaluation will be based on a points-based system covering vendor experience, implementation approach, statement of work, and compensation.

The procurement is funded through Coronavirus Local Fiscal Recovery Funds from the American Rescue Plan Act (ARPA), with a potential contract term of 10 years. While specific set-aside designations are not explicitly detailed, the RFP includes comprehensive ARPA grant provisions that outline federal compliance requirements, including equal employment opportunity, non-discrimination standards, and procurement guidelines. The county will require vendors to complete a detailed functionality response chart and submit a 10-year cost of ownership worksheet. The solution must integrate with existing systems including Microsoft 365, Oracle, and Granicus Legistar, and support electronic signatures, workflow customization, and role-based security. Although a specific budget range is not definitively stated, the total contract value will be determined through the proposal process. The county reserves the right to negotiate and select the most qualified vendor, with the potential to select all or part of proposed solutions to best meet their specific requirements. The Non-Competitive Oversight Committee Justification Form suggests an internal review process that may influence vendor selection.