RFP for proposals from qualified firms to provide a Contract Management Solution Software

Agency: York County
State: South Carolina
Type of Government: State & Local
NAICS Category:
  • 511210 - Software Publishers
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
  • 541611 - Administrative Management and General Management Consulting Services
  • 541618 - Other Management Consulting Services
Posted Date: Jun 17, 2021
Due Date: Jul 8, 2021
Solicitation No: 2764
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number type view document addendum misc. doc. title deadline deadline time pre-conf date pre-conf time
2764 Bid View RFP for proposals from qualified firms to provide a Contract Management Solution Software 7/8/2021 11:00 AM

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PROCUREMENT DEPARTMENT
Teria G. Sheffield
Procurement Director
SOLICITATION TYPE: Request for Proposals
DATE: June 17, 2021
ID Number: 2764
Title: Contract Management Solution Software
Due Date/Time: Thursday, July 8, 2021 at 11:00 a.m.
LATE SUBMITTALS WILL NOT BE ACCEPTED
Mail or Deliver To:
York County Procurement
PO Box 180
Government Center Building, Room 3501
6 S. Congress St., York, SC 29745
Opening Location:
Government Center Building
Room 3801
6 S. Congress St., York, SC 29745
Pre-Solicitation Conference: N/A
Point of Contact: Teria G. Sheffield, Procurement Director
Email: procurement@yorkcountygov.com
Additional Documents available from: N/A
Questions Deadline: No later than 5:00 p.m. on Thursday, July 1, 2021
Email: procurement@yorkcountygov.com
Submittals required: One (1) signed original, six (6) copies, one (1) electronic USB/CD
Tentative Date of Council Approval: Monday, August 16, 2021
Note: As York County continues to monitor the activity of the COVID-19 (Coronavirus) throughout
South Carolina, the County also continues to assess daily operations and take proactive measures to
protect the public. As such, in an effort to protect the public’s health, safety, and welfare, York County
requires all participants attending York County’s pre submittal conferences and public bid openings to
practice social distancing and the wearing of masks.
PO Box 180, 6 South Congress Street, York, SC 29745
Telephone: 803-684-8520 Fax: 803-684-8580 Web: www.yorkcountygov.com
OFFERORS MUST COMPLETE AND SIGN THE FORM BELOW
The submittal must be signed by an authorized representative of the Offeror accepting all terms and
conditions contained in this document and any addenda. Modifying the terms and conditions of this
solicitation may result in your response being rejected.
______________________________
COMPANY NAME
______________________________
COMPANY ADDRESS
______________________________
CITY, STATE, ZIP+4
______________________________
AUTHORIZED SIGNATURE
______________________________
PRINT NAME
Minority Status
_____ Not Minority Owned
_____ African American Male
_____ Caucasian Female
_____ African American Female
_____ Aleut
_____ Eskimo
_____ East Indian
_____ Native American
_____ Asian
_____ Other (Please Explain)
________________________________
COMPANY TELEPHONE NUMBER
________________________________
COMPANY FAX# (IF APPLICABLE)
________________________________
EMAIL ADDRESS
________________________________
FEDERAL ID#
________________________________
DATE
REQUEST FOR PROPOSALS
FOR
CONTRACT MANAGEMENT SOLUTION
1.0 INTENT
1.1 York County is seeking sealed proposals from qualified firms to provide a turnkey software
solution for the implementation, deployment, and ongoing support of a Countywide Contract
Management Solution.
1.2 York County is seeking an experienced firm to provide a contract management system that will
deliver a consistent and comprehensive approach to contract lifecycle management including contract
development and negotiations, approval workflows, contract management, contract change order
management, contract administration, contract closeout and contract repository.
1.3 It is York County’s intent to describe in general terms, the services needed for both consulting
and contract management services. All parts, items, details of services or features not specifically
mentioned which are regularly provided by the practice in order to complete this type of work/service
shall be provided in response to this Request.
1.4 Responses to this RFP will be used to determine the relative qualifications of various firms to
perform the scope of work and tasks specified. The County is seeking a proposing team with
demonstrated expertise that meets the requirements of this RFP.
1.5 It is York County’s intent to award a contract with an experienced provider to assist York County’s
Procurement Department with the implementation of a Countywide Contract Management Software
(CCMS) system.
1.6 It is anticipated that an agreement for services will be negotiated and executed between York
County and the firm who is determined to best meet the needs of the County. All firms with an interest
in working with York County are encouraged to review the County’s website at
(www.yorkcountygov.com) for additional information.
2.0 GENERAL TERMS AND CONDITIONS
2.1 This request contains, in general terms, the overall objectives of York County and in obtaining the
professional services indicated herein. While an attempt is made to describe the general expectations
of the County and the anticipated work to be performed, the County and the successful firm may need
to define a more specific scope of work as part of a negotiation process. If it becomes necessary to
revise any part of this request, written amendments will be provided in an addendum form to all
potential proposing firms. Any inquiry or request for interpretation received five (5) or more days prior
to the date fixed for opening of proposals will be given consideration unless an earlier date is
specified on the cover page. All such changes or interpretations will be made in writing in the form of
an addendum and, if issued, posted on the County’s website www.yorkcountygov.com and will be
mailed or sent by available means to all known prospective Offerors prior to the established RFP
opening date. Each Offeror shall acknowledge receipt of such addenda in the space provided in the
RFP document. In case any Offeror fails to acknowledge receipt of such addenda or addendum, the
proposal will nevertheless be construed as though it had been received and acknowledged and the
submission of the proposal will constitute acknowledgement of the receipt of same. Questions
received less than five (5) days prior to the date for opening of proposals unless an earlier date is
specified on the cover page may not be answered. Only questions answered by formal written
Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.
2.2 Each Offeror providing a response for consideration by the County is responsible for obtaining
information on the conditions and restrictions involved in meeting the obligations and providing the
services as set forth in this RFP. The failure or omission of an Offeror to obtain adequate information
will in no way relieve the Offeror of any obligation with respect to this RFP or to an associated
contract.
2.3 York County reserves the right to retain all proposals submitted. Submission of proposal indicates
acceptance by the Offeror of the conditions contained in this RFP, unless clearly and specifically
noted in the proposal submitted and confirmed in any resulting contract between York County and the
Offeror selected.
2.4 In submitting a properly signed Proposal, the firm accepts all of the terms and conditions
contained in this request. Submitted Proposals shall remain open and if applicable, prices quoted
shall be honored for a minimum of ninety (90) days after the day of the RFP opening.
2.5 There is no expressed or implied obligation for York County, or its agents to reimburse
responding firms for any expenses incurred in preparing proposals in response to this request.
2.6 The successful firm shall have the full and sole responsibility for performing all services as finally
agreed upon and accepted by the County. In the event the Offeror fails to deliver/or perform any
proposed services within the specified schedule, the County reserves the right to cancel the Contract
and secure other means of providing and deduct all costs thereof from any payment due the firm.
2.7 The successful firm shall not sell or use any data for other than intended Contract Management
purposes.
2.8 Chain of Communication: To ensure the integrity of the competitive process, a strict chain of
communication shall apply to each Invitation for Bids, Request for Proposals, Request for
Qualifications, or any other competitive solicitation during the period between publication of the
solicitation and final award. Offerors or its agents may not communicate by any means, directly or
indirectly, with York County public officials, employees, its agents, or representatives or any person
not otherwise listed on this document, regarding any aspect of this procurement activity. All
communications must be solely with the Procurement Officer. In the sole determination of the
Procurement Officer and/or York County, violation of these restrictions may result in disqualification of
your offer, suspension or debarment, and may constitute a violation of law.
2.9 Prohibition of Donations and Gratuities: Offerors are restricted from making donations to any
York County governmental entity with whom they have or seek to have a contract. The Offeror
represents that his/her offer discloses any gifts made, directly or through an intermediary, by the
Offeror or the Offeror’s named subcontractors or subconsultants to or for the benefit of York County,
its agents, or representatives during the period beginning eighteen months prior to the Opening Date.
No Offeror, or any person, firm, or corporation employed by the Offeror in the performance of this
request, may offer or give any gift, money or anything of value or any promise for future reward or
compensation to any York County employee.
3.0 BACKGROUND INFORMATION
3.1 York County currently has over 30 departments which also includes offices of elected officials.
York County’s Procurement Department generates approximately 100+ contractual agreements
annually through a formal solicitation process. The Procurement Department has identified
approximately 400 contractual agreements that will require migration to the selected contract
management solution. However, since this is a Countywide initiative, it is anticipated that various
departments, to include the offices of elected officials and the County Attorney’s Office will also
require the migration of contractual agreements that are otherwise not included in the solicitation
process.
3.2 The County currently lacks a single, consolidated system capable of managing the County’s
various contracts. Currently, there is no Countywide standard or system for contract administration
and contract management. Departments in need of this solution currently use isolated processes
within their departments to include Microsoft excel spreadsheets, paper files, and storage on the
County’s local network (PDF format). Some contracts are also stored on the County’s ERP system
Smartfusion, via the requisition and purchase order process. However, the contract documents are
non interactive with the current ERP system.
3.3 The County also uses some contracts, including but not limited to long term facility use
agreements, agency service provider agreements, intergovernmental agreements, memorandum of
understandings/agreements, and other vendor supplied contracts. Contractual terms of agreement
may be negotiated, revised to meet County requirements and/or go through York County governance
and legal review or refinement. During contract negotiations, multiple parties such as the vendor,
vendor’s legal counsel, the County Attorney‘s Office and Procurement, as well as the initiating
department may enter or edit contract data. Participants may elect to use Microsoft Word change-
tracking to track activity.
3.4 Post award contract management is performed using varying manual processes that monitor
components of the contract such as term expirations and renewal date options, expirations of
certificates of insurance and applicable licensures
3.5 All relevant solicitation documents to include contracts are stored in the County’s Procurement
department in filing cabinets in a secured file room. Files are later transferred to the County’s
warehouse for long term storage.
4.0 PROJECT INTENT
4.1 The intent of this Request is for the implementation of a countywide integrated contract
management system that will provide a standard process for collaborative creation of contracts,
provide a mechanism to adhere to the County standards for contract administration and
management, create a searchable database for new and legacy contracts, interface with the County’s
financial and business systems and processes, and to provide a robust countywide contract
repository system for use by county employees, potential vendors, and the general public.
4.2 The County is interested in procuring a viable contract management solution that will provide a
holistic view of the County’s contracts portfolio by managing, tracking, and reporting business
processes for all County contracts.
4.3 The County’s expectations includes a full implementation of a Commercial off the Shelf (COTS)
system that provides the stability, availability, and reliability necessary while conforming to County
hardware, software, and security requirements. The proposed solution may be provided as Software
as a Service (SaaS), or hosted arrangement, or it may involve installing software on County
hardware, as long as County requirements are met.
4.4 The County’s goal is to streamline and automate the various business process workflows
throughout the County’s contracting entities, lowering the overhead costs of contract management,

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