Contract Lifecycle Management System

Description

Action for Children (AfC) is currently preparing to initiate a procurement process to award a contract for a Contract Management Lifecycle System. The potential scale and scope of this is such that it offers a significant opportunity to bidders. The purpose of the pre-market consultation exercise is to gain an understanding of the latest developments and innovations in the provision of Contract Lifecycle Management System as well as assisting AfC to ensure that the most efficient and effective methods of providing a Contract Lifecycle Management System is procured. Please note that participation or non-participation in this preliminary market consultation exercise shall not prevent any provider participating in any potential procurement process, nor is it intended that any information supplied shall place any provider at an advantage or disadvantage in any forthcoming procurement process. Currently we have a basic contract signing tool for all areas of our organisation. The opportunity includes, but is not limited to, the following activities: • This tool must interface with Salesforce and be able to track and monitor a contract throughout its journey within our organisation. • We have various different teams who review contracts, this tool, must be able to track their comments and approval simultaneously to reduce the time spent on reviewing the document before handing over to our Executive Leadership Team to approve. • It must provide version control, the ability to review tracked changes and highlight recurring terms and themes within a document. • It must be able to support multi-layer approval and provide approvers with a definitive document for them to approve. • It should provide a summary of the document for users, which shows who has reviewed and approved already, identifying key terms and dates for the approver to be able to review without needing to search the document. • It must allow for our legal teams to highlight to approvers pertinent information around financials, insurance, risks & certain clauses. • It should be visually appealing to our users, and provide a timeline from when the contract was received to the due date by which it has to be signed. • It should provide reminders and notifications at each critical stage along the journey. It should have a reporting function to provide information on volume and time to sign. • If it does not have a native reporting function, this data must be exportable to Salesforce. • The tool must be able to receive documents from a variety of electronic providers as well as our team being able to manually upload to the tool. • It should be able to hold several different contract templates for issuing contracts or this should be on the tools development roadmap. Additional information: For the avoidance of doubt, this is the scoping phase of the project and is not part of a formal procurement process. To register your interest, please download all documents from the 'More Information' section. Document B and C must be completed and returned to buying@actionforchildren.org.uk on Friday 30th June 2023. There are no formal tender documents to be completed other than the documents mentioned.