REQUEST FOR PROPOSAL For Contract Management System

The Madison Metropolitan School District (MMSD) in Wisconsin is seeking a comprehensive Contract Management System through a Request for Proposal (RFP 4040) to replace its current paper-based contract management processes. The procurement aims to acquire a software solution that will automate the entire contract lifecycle, including initiation, review, negotiation, approval, signing, repository management, and compliance reporting. The system must provide centralized contract storage, version control, electronic signatures, workflow routing, and full-text search capabilities, with required integrations to platforms such as ClassLink SSO, Adobe PDF, Microsoft Office, Box.com, Munis/Tyler Industries ERP, DocuSign, and BoardDocs. Proposals were due by March 15, 2019, at 2:00 PM CST, with anticipated proof-of-concept demonstrations scheduled for March 25-28, 2019, and board approval targeted for April 29, 2019. The evaluation criteria will use a weighted scoring methodology: Cost (25%), Service and Support Requirements (30%), Organization Qualifications/Experience (30%), Diverse-owned Business Documentation (5%), and References (10%).

The RFP includes provisions for diverse-owned businesses, with certified vendors through the Wisconsin Supplier Diversity Program or Wisconsin Diversity Procurement Network potentially receiving a 5% preference. The contract is intended to support approximately 175-200 licensed users across 49 school buildings and central office locations, with a tiered licensing model to distinguish between contract creators and users requiring document lookup or workflow involvement. The initial contract term will run from the award date through June 30, 2022, with options for two additional one-year renewals. While no incumbent system is currently in place, the district requires vendors to provide flexible licensing arrangements and governmental/educational pricing discounts. Proposers must submit comprehensive documentation, including mandatory forms, references from comparable organizations, affirmative action certifications, and compliance documentation, with all costs associated with proposal preparation to be borne by the proposing vendors.