Fayette County Public Schools Sealed Solicitation
Title: Contract Management Platform
Deadline: 5/13/2024 2:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status:
Solicitation Number: 37-24
Description: Fayette County Public Schools (FCPS)is soliciting proposals for a platform capable of managing contracts from initiation to approvals execution, obligations, renewals, and conclusion. The object of this solicitation is to find a vendor capable of providing a single cloud-based solution for creating, submitting, storing, and managing contracts by tracking and automating each step in a contract lifecycle.
Documents:
| Documents as of 4/19/2024 |
|---|
| RFP_37_24_Contract_Management_Platform.pdf |
Addition 1
Posted: 5/21/2024
Type of Addition: In Review
Addition 2
Posted: 9/10/2024
Type of Addition: No Action
Overview: After reviewing all responses and reviewing presentations from the top responses the district has decided not to award a contract for this RFP and instead use an in-house platform that the district already owns. We thank all vendors for their time in submitting a response and providing presentations for your platform.
Question 1
Posted: 5/2/2024
Question: How many Super Users does the school district need? We define a Super User as someone that has full access to the system including full contract creation, management, and administration capabilities.
Response: We will need approximately 10 superusers
Question 2
Posted: 5/2/2024
Question: What platform does the school district use for e signature? Or is the school district intending to use the new CLM platform’s e signature capabilities?
Response: Adobe sign is currently used but if new platform has e-signature capabilities that will be considered
Question 3
Posted: 5/2/2024
Question: How does the District envision using “wet signatures” on contracts? Would a user simply need to download the contract document, route it for signatures outside the solution, and then upload the final version back into the solution?
Response: Yes
Question 4
Posted: 5/2/2024
Question: Is the district planning to include Google Single Sign-On (SSO) as part of the requested features?
Response: Yes
Question 5
Posted: 5/2/2024
Question: What does the District mean by the 'type of sensors' in the Technical Response requirements?
Response: That is a typo from a previous RFP. There are no sensors involved in this RFP. Technical proposal should include all information related to the scope of work and specifications.
Question 6
Posted: 5/3/2024
Question: 1. Would you be open to pricing for the Contract Management System to be hosted by vendor (SaaS/cloud) or deployed on your organization’s server (on-premise)? 2. How many total users? a. How many internal users will require administrative level access? b. How many internal users will require the ability to add, edit and delete? c. How many internal users will require request only access? d. How many internal users will require read-only access? 3. How many internal users do you project will require access to the system at any given time? 4. Does your organization require data import services? If so, please expand upon the data migration / importing requirements for the Contract Management Software ? (Such as record info, employee lists, vendor lists, etc.) a. How many total electronic files (PDF, MS Word, etc) in current/legacy system into the Contract Management Software? b. How many total electronic files in current/legacy system? (rows in the exported spreadsheet) c. Where are the legacy (historic) electronic contract files currently stored? (shared folders, Sharepoint, document management system, paper, etc) 5. What documents/contract types would you like to author within the system (number of templates)? 6. Do you require professional services to configure templates? a. If so, how many would be required for the awarded vendor to configure? 7. Is your organization eligible to purchase off the GSA Schedule 70? a. If yes, would you like GSA pricing in the bid response or retail pricing?
Response: 1. Provide pricing for both SaaS and On-Prem solutions so we can compare. 2. Approximately 200 but the school system is ever growing so need room to expand on users 2a. Approximately 150 2b. Approximately 4 2c. Unknown at this time 2d. Unknown at this time 3. Unknown at this time 4. Approximately 500 PDF files are in a shared drive that we would need to upload into the Contract Management System 4a. Approximately 500 4b. There is no excel spreadsheet 4c. Shared folders and paper 5. Approximately 10 different types. Some examples include: MOA/MOU, contracts, data sharing agreements, grants 6. Not necessary but welcomed 7. As a public school district we are eligible to purchase through the GSA Cooperative Purchasing Program 7a. We want the best pricing available
Question 7
Posted: 5/3/2024
Question: How many active contracts do you estimate the School District has?
Response: Approximately 2500
Question 8
Posted: 5/3/2024
Question: How many active contracts need to be migrated?
Response: Unknown at this time
Question 9
Posted: 5/3/2024
Question: Will historical agreements need to be migrated?
Response: Yes, contracts that are valid will need to be uploaded/imported
Question 10
Posted: 5/3/2024
Question: How many users do you anticipate need access? Could you break out the users by their role?
Response: Approximately 200 users
Question 11
Posted: 5/3/2024
Question: As part of Page 2 of the RFP regarding the General Terms and Conditions, would you like us to embed our required agreement in the response document to this RFP, or would you prefer that we provide it as a separate attachment with our proposal? We look forward to the opportunity to work with the Fayette County Public Schools legal teams, if selected as the vendor of choice, to negotiate mutually agreeable terms into our Master Services Agreement to establish a win-win agreement that sets both Parties up for success, now and into the future.
Response: We would prefer it to be a separate document listing the proposed edits/terms that will then be presented to FCPS’ legal team.
Posted: 5/21/2024
Type of Addition: In Review
Posted: 9/10/2024
Type of Addition: No Action
Overview: After reviewing all responses and reviewing presentations from the top responses the district has decided not to award a contract for this RFP and instead use an in-house platform that the district already owns. We thank all vendors for their time in submitting a response and providing presentations for your platform.
Posted: 5/2/2024
Question: How many Super Users does the school district need? We define a Super User as someone that has full access to the system including full contract creation, management, and administration capabilities.
Response: We will need approximately 10 superusers
Posted: 5/2/2024
Question: What platform does the school district use for e signature? Or is the school district intending to use the new CLM platform’s e signature capabilities?
Response: Adobe sign is currently used but if new platform has e-signature capabilities that will be considered
Posted: 5/2/2024
Question: How does the District envision using “wet signatures” on contracts? Would a user simply need to download the contract document, route it for signatures outside the solution, and then upload the final version back into the solution?
Response: Yes
Posted: 5/2/2024
Question: Is the district planning to include Google Single Sign-On (SSO) as part of the requested features?
Response: Yes
Posted: 5/2/2024
Question: What does the District mean by the 'type of sensors' in the Technical Response requirements?
Response: That is a typo from a previous RFP. There are no sensors involved in this RFP. Technical proposal should include all information related to the scope of work and specifications.
Posted: 5/3/2024
Question: 1. Would you be open to pricing for the Contract Management System to be hosted by vendor (SaaS/cloud) or deployed on your organization’s server (on-premise)? 2. How many total users? a. How many internal users will require administrative level access? b. How many internal users will require the ability to add, edit and delete? c. How many internal users will require request only access? d. How many internal users will require read-only access? 3. How many internal users do you project will require access to the system at any given time? 4. Does your organization require data import services? If so, please expand upon the data migration / importing requirements for the Contract Management Software ? (Such as record info, employee lists, vendor lists, etc.) a. How many total electronic files (PDF, MS Word, etc) in current/legacy system into the Contract Management Software? b. How many total electronic files in current/legacy system? (rows in the exported spreadsheet) c. Where are the legacy (historic) electronic contract files currently stored? (shared folders, Sharepoint, document management system, paper, etc) 5. What documents/contract types would you like to author within the system (number of templates)? 6. Do you require professional services to configure templates? a. If so, how many would be required for the awarded vendor to configure? 7. Is your organization eligible to purchase off the GSA Schedule 70? a. If yes, would you like GSA pricing in the bid response or retail pricing?
Response: 1. Provide pricing for both SaaS and On-Prem solutions so we can compare. 2. Approximately 200 but the school system is ever growing so need room to expand on users 2a. Approximately 150 2b. Approximately 4 2c. Unknown at this time 2d. Unknown at this time 3. Unknown at this time 4. Approximately 500 PDF files are in a shared drive that we would need to upload into the Contract Management System 4a. Approximately 500 4b. There is no excel spreadsheet 4c. Shared folders and paper 5. Approximately 10 different types. Some examples include: MOA/MOU, contracts, data sharing agreements, grants 6. Not necessary but welcomed 7. As a public school district we are eligible to purchase through the GSA Cooperative Purchasing Program 7a. We want the best pricing available
Posted: 5/3/2024
Question: How many active contracts do you estimate the School District has?
Response: Approximately 2500
Posted: 5/3/2024
Question: How many active contracts need to be migrated?
Response: Unknown at this time
Posted: 5/3/2024
Question: Will historical agreements need to be migrated?
Response: Yes, contracts that are valid will need to be uploaded/imported
Posted: 5/3/2024
Question: How many users do you anticipate need access? Could you break out the users by their role?
Response: Approximately 200 users
Posted: 5/3/2024
Question: As part of Page 2 of the RFP regarding the General Terms and Conditions, would you like us to embed our required agreement in the response document to this RFP, or would you prefer that we provide it as a separate attachment with our proposal? We look forward to the opportunity to work with the Fayette County Public Schools legal teams, if selected as the vendor of choice, to negotiate mutually agreeable terms into our Master Services Agreement to establish a win-win agreement that sets both Parties up for success, now and into the future.
Response: We would prefer it to be a separate document listing the proposed edits/terms that will then be presented to FCPS’ legal team.