The City of Eugene is seeking solutions from qualified vendors for supplier contract tracking software. The goal is to evaluate vendor solutions that best fit the requirements and budget of the City of Eugene. The purpose of the Contract Tracking System Replacement Project is to identify and implement a new contract management software solution that enhances efficiency, improves user experience, and supports the organization's needs. 1. Document & Metadata Management • Centralized document storage for contracts, amendments, change orders, insurance certificates, etc. • Unique contract numbers that prevent duplication, consistent naming conventions. • Ability to track contract types, required metadata, and attach relevant documents. • Retention management: retention periods, manually purge records with audit trails, and automatic notifications for records ready to be purged based on criteria. • Linking purchase orders (POs) to contracts, with automatic syncing of term dates in Outlook. • Auto-populate supplier information and associated records by Supplier ID. • Real-time tracking of contract status, roles, and contract summaries via a dashboard. 2. Workflow Automation • Automated workflow for contract review, approval, and signature routing based on contract type. • Notifications for reviews, renewals, terminations, and insurance expirations; integration with Outlook for calendar reminders. • Auto-routing contracts to users with the correct signing authority, with provisions for out-of-office situations. • Enforcement of required fields and attachments, ensuring complete information for contract creation. 3. Search & Access Controls • Advanced search capabilities: wildcards, keyword search, and filtering across all metadata fields. • Role-based access with permission controls to ensure view-only access where necessary. • Integration with existing systems (e.g., Laserfiche) for document linking if storage in CTS is limited.
