20252060 RFI Supplier Contract Tracking Software

Background
The City of Eugene is seeking to gather information from qualified suppliers regarding Supplier Contract Tracking Software and related products. This Request for Information (RFI) aims to compile details about available software solutions to establish a budget and identify potential suppliers for a future Request for Proposals (RFP). The goal is to enhance efficiency and improve user experience within the organization.

Work Details
The City requires a Supplier Contract Tracking Software that includes the following functionalities:

1. Document & Metadata Management: Centralized storage for contracts, unique contract numbers, tracking capabilities, retention management, linking purchase orders, and real-time contract status tracking.

2. Workflow Automation: Automated workflows for contract review and approval, notifications for renewals and expirations, auto-routing contracts, and enforcement of required fields.

3. Search & Access Controls: Advanced search capabilities, role-based access controls, and integration with existing systems.

4. Audit Logs & Accountability: Detailed audit logs of changes made within the system.

5. Contract Development System: A library of standard contract templates for use in new contracts.

6. Data Migration & Archiving: Migration of active contracts and historical data from the old system while ensuring compliance with regulatory standards.

7. Reporting & Analytics: Ad hoc and scheduled reports on various metrics including contract performance and compliance audits.

8. Training & User Support: Built-in training resources and user-friendly design to facilitate ease of use.

Period of Performance
The RFI is due on May 20, 2025, at 2:30 PM PST; however, this RFI does not directly result in a contract award but may lead to future solicitations.

Place of Performance
The work will be performed in Eugene, Oregon.

Bidder Requirements
Suppliers must provide a Letter of Interest that includes company history, qualifications, proposed software overview, references from similar projects in the last five years, detailed descriptions of core functionalities, implementation plans, and costs associated with software and support services.