25-12 eProcurement/Contract Managment

Background
The Kenton County Fiscal Court (KCFC) is soliciting sealed proposals for a Software-as-a-Service (SaaS) eProcurement and Contract Management solution. The goal is to enhance the County’s procurement processes, digitize contract management, and increase vendor participation in solicitations. This solution will be utilized by approximately 11 departments, primarily the Office of the Treasurer.

Currently, the County relies on manual or partially digitized processes for managing solicitations, bid evaluations, notifications, and contract administration. The implementation aims to improve operational efficiency, transparency, and vendor engagement through a modern cloud-based system.

Work Details
The successful bidder will provide a comprehensive SaaS eProcurement and Contract Management solution that includes:

1. A dedicated project manager for system implementation and an account manager for ongoing support.
2. A support portal for tracking technical issues and submitting feature requests.
3. A self-service vendor registration portal that is free to use.
4. Automatic updates and feature improvements as part of the SaaS subscription.
5. Custom forms and templates creation capabilities.
6. Security features including data encryption, audit trails, and configurable security roles.
7. eProcurement functionalities such as online solicitation creation, approval workflows, vendor notifications based on categories or keywords, secure bid submission with timestamped audit trails, customizable scoring matrices for evaluation, and dashboards for procurement analytics.
8. Contract management features including clause libraries, customizable templates, electronic signatures, a centralized searchable repository for contracts with full-text search capabilities, compliance tracking alerts for key milestones like renewals.

Period of Performance
The contract period will commence upon award and execution of the contract following the bid opening on June 25, 2025.

Place of Performance
The services will be performed at Kenton County Fiscal Court located at 1840 Simon Kenton Way, Suite 5100 Covington, KY 41011.

Bidder Requirements
Bidders must comply with Kenton County's Occupational License Ordinances prior to contract award. A Bid Bond amounting to five percent of the proposed bid price is required with the response. A Performance Bond amounting to one hundred percent of the contract price must be provided prior to execution of the contract. Bidders must also maintain liability insurance in the amount of $1 million throughout the life of the contract.