E-Procurement System

Background
The City of Charlotte, North Carolina, is seeking to establish a contract for a robust and efficient E-Procurement System to support its procurement needs. The city aims to enhance efficiency, compliance, and scalability in its procurement processes, which are crucial for managing the services provided to over 900,000 residents.

The E-Procurement System will automate complex processes and improve transparency and value for taxpayers while ensuring equal opportunities for suppliers.

Work Details
The selected E-Procurement System must be cloud-based and user-friendly, providing real-time seamless integration with Workday Enterprise Resource Planning (ERP), DocuSign, E-Builder, and B2Gnow. It should be compatible with existing workflows, financial systems, and reporting structures.

Key functionalities include:
- Intake of purchase requests
- Initiation of purchasing requisitions
- Tracking encumbrances
- Enforcing budget controls
- Supporting approvals
- Performing matching
- Vendor setup and maintenance
- Vendor performance tracking
- Procurement reporting
- E-bidding capabilities
- Document management

The system should also facilitate better communication between suppliers and the city to enhance service delivery.

Period of Performance
The contract is expected to commence upon award in April 2026 with implementation beginning shortly thereafter. Specific timelines for various phases of the project will be established during the contract negotiation process.

Place of Performance
The services will be performed within the City of Charlotte, North Carolina.

Bidder Requirements
Suppliers must comply with the Charlotte Business Inclusion (CBI) Policy aimed at enhancing competition among Minority-owned, Women-owned, and Small Business Enterprises (MWSBEs). Suppliers are required to submit an MWSBE Utilization Form with their proposals. Additionally, all suppliers must register in the City’s Supplier registration system prior to executing a contract.