Contract Management System

Roswell Park Comprehensive Cancer Center is requesting proposals for a contract lifecycle management (CLM) system under RFP #27-13, with proposals due September 16, 2026 at 2:00 p.m. EST and a pre-proposal conference scheduled via Teams (attendance confirmation required to Rob Henschel by the day prior).

The CLM must support the full contract lifecycle—from submission through execution, amendment, renewal, and termination—with capabilities for searchable contract databases, process streamlining, internal client transparency and status notifications, enhanced lifecycle control, and data analysis and reporting. The system must integrate with Workday, Microsoft Office tools, Adobe PDF, and electronic signature platforms, and accommodate multiple contract types including vendor, research, clinical, employment, educational, real estate, material transfer, and confidentiality agreements. If the system creates, hosts, or transmits protected health information, HIPAA compliance with NIST-guidance and FIPS 140-2 or higher encryption at rest and in transit is required. Preferred features include artificial intelligence for contract review and drafting, dynamic template generation, intelligent redlining, negotiation history tracking, and automated risk scoring. Vendors may propose SaaS, on-premises, or hybrid deployment models.

Roswell Park anticipates a single award. The initial contract term is three years with up to four successive one-year renewals at Roswell Park's option. Pricing for the initial three-year term must be fixed; annual increases thereafter are limited to the lesser of 3% or the U.S. City Average CPI-U increase, with 60 days' prior notice. Proposals exceeding $1,000,000 must include audited financial statements dated within 90 days of submission. The successful vendor must carry commercial general liability of $1,000,000 per occurrence / $2,000,000 aggregate, cyber liability of $5,000,000 per occurrence / aggregate, and umbrella/excess liability of $10,000,000, with Roswell Park named as additional insured. Vendors must submit a complete five-year Total Cost of Ownership with no more than 3% year-to-year escalation and provide three current academic medical center client references. EEO requirements and staffing plan reporting apply to all proposals. No incumbent exists for this procurement. Interested vendors should email Rob Henschel at rob.henschel@roswellpark.org with RFP #27-13 in the subject line to register for the pre-proposal meeting or submit a proposal.