RFP 13-033 Contract Management Software Services_06.11.13_FINAL (1)

Proposer: BidSync 629 Quality Drive, Suite 101 American Fork, Utah 84003 www.bidsync.com

Contact: John Williams Tel: 801.765.9245, Ext. 503 Fax: 801.765.9246 Email: [email protected]

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CalOptima

Contract Management Software Services

RFP 13-033

Technical Response 11 June 2013

Proposal Response Due Date:

June 12, 2013, 2pm PST

CalOptima Contract Management Software Services

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1.800.990.9339 www.bidsync.com 629 Quality Drive Suite 101 American Fork, UT 84003

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Table of Contents

Section 1 Letter of Transmittal ........................................................................................................... 3

Section 2 Technical Proposal .............................................................................................................. 4

Section 2.1 Executive Summary ......................................................................................... 4

Section 2.1.1 The BidSync Solution ................................................................ 4

Section 2.1.2 Why the BidSync Team? ........................................................... 4

Section 2.2 Financials ....................................................................................................... 6

Section 2.3 Experience.................................................................................................... 25

Section 2.4 References ................................................................................................... 25

Section 2.5 Credentials, Resumes, and Organization ......................................................... 26

Section 2.5.1 Key Personnel ........................................................................ 26

Section 2.5.2 Other Personnel ..................................................................... 26

Section 2.5.3 Detailed Resumes for Key Personnel ........................................ 27

Section 2.5.5 Organizational Chart ............................................................... 29

Section 2.6 Work Plan and Pricing ................................................................................... 29

Section 2.6.1 Implementation Approach ....................................................... 29

Section 2.6.3 Work Plan .............................................................................. 31

Section 2.6.4 Rate Card .............................................................................. 33

Section 2.7 Exceptions and Deviations ............................................................................. 33

Section 3 Scope of Work .................................................................................................................. 34

Section 4 Acknowledgement ............................................................................................................ 41

Section 5 Non-Collusion Affidavit ...................................................................................................... 42

Appendix A. BidSync Contract: Day-in-the-Life Narrative ..................................................................... 43


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Section 1 Letter of Transmittal June 11, 2013

Mark Finch, C.P.M., CPPO, Purchasing Manager CalOptima Purchasing Department

505 City Parkway West

Orange, CA 92868

Dear Mr. Finch,

BidSync is pleased to provide CalOptima with a response to RFP 13-033. This proposal shall remain valid for at least 90 days from June 12, 2013.

The proposed BidSync Contract™ solution is a comprehensive, cloud-based Contract Lifecycle Management (CLM) solution that will enable CalOptima to efficiently and proactively manage contracts

and enforce contracting/negotiation best practices via the web.

BidSync has more than 14 years of experience in providing cloud-based e-procurement solutions to government agencies. Our client portfolio includes state governments (California and Utah), county

governments (Maricopa County, Arizona, Santa Clara County, California, and Orange County, California), city governments (City of San Jose, California, City of Plano, Texas, and City of Ft. Lauderdale, Florida),

and other agencies (State of California Department of Transportation, Austin Independent School District,

and State of Utah).

BidSync will not employ any subcontractors for the duration of this project.

BidSync has received no addenda to date.

BidSync welcomes the opportunity to serve CalOptima in this requirement, and we look forward to

engaging in further discussion.

Sincerely,

Sabrina Stover President & CEO

RFP Depot, LLC dba BidSync

629 Quality Drive, Suite 101 American Fork, UT 84003

BidSync Point of Contact:

John Williams, e-procurement Account Manager

801.765.9245, ext. 503 [email protected]

mailto:[email protected]


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Section 2 Technical Proposal

Section 2.1 Executive Summary

BidSync is a Limited Liability Company founded in 1999 consisting of 80 employees and one office located in American Fork, Utah.

The BidSync Contract solution is an excellent fit for the Contract Lifecycle Management (CLM) needs of CalOptima. Our proven solution has allowed government agencies to effectively request, create, approve,

negotiate, execute, organize, automate, and manage contracts and related documents.

Section 2.1.1 The BidSync Solution BidSync believes our cloud-based solution directly addresses critical CLM value points, including:

Ease of Use. Unlike traditional systems/modules—which require extensive training and, in some

cases, special technical skills—as a cloud-based solution, BidSync Contract is simple and intuitive, yet flexible and effective.

High User Adoption and Utilization. Many solutions fail because users don’t have the time,

patience, or skills to learn new processes and tools. The BidSync Contract solution provides

valuable contract management tools and utilities that save time and allow agencies to collaborate efficiently.

Wide Accessibility. Access to the Internet and a web browser are the only requirements to use

the BidSync Contract solution. No “heavy clients” need to be installed on a user’s computer, and

no special downloads or drivers are required.

Complete Functionality. A complete array of contract lifecycle management activities can be performed with the BidSync Contract solution. Also included are configurable workflows, logic,

reminders, and a comprehensive array of reports and analytics.

Configurable. BidSync Contract is highly configurable, which means that each user can create

his or her own views and custom fields. Forms can easily be created with the proper permissions, and contract creation templates and wizards can be set up to match CalOptima's standard

contract templates.

Hosted Solution. BidSync is a true cloud-based solution, which means that CalOptima will not

be required to invest in any additional hardware or software products to operate or support the

solution.

Section 2.1.2 Why the BidSync Team? BidSync is confident in our ability to implement a successful CLM solution for CalOptima for the following

reasons:

Significant Experience in Government. BidSync has successfully implemented enterprise-

level solutions for agencies nationwide, including the State of California, State of Utah, Travis County, Texas, and the City of Hartford, Connecticut. CalOptima is a current BidSync Source™

customer since March 2011.

Implementation and Training Resources. A CLM system is only valuable if it is used.

BidSync’s implementation and training resources expedite the learning curve by delivering functionality quickly with the formal training, documentation, mentoring, and support users need

to become efficient and self-sufficient in the use and administration of the solution.

Knowledgeable and Efficient Support Staff. Following implementation, BidSync’s support

team will be readily available to assist CalOptima’s staff in the use, administration, and expansion


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of the solution. All support responses will be logged and recorded within the online support area

of the solution to create an increasingly robust self-help/reference library/knowledge base.

Flexible, Configurable Solution Architecture. Information systems, applications, and policies

change over time. The BidSync Contract solution can quickly accommodate changes in workflows, decision structures, and policies.

Economical and Economically Simple Solution. The implementation costs associated with many traditional solutions are often five times the cost of the software. Fees and services

associated with the BidSync Contract solution are a fraction of the costs typically seen in a traditional software implementation. In addition, BidSync does not insert “up-sell points” or other

gimmicks within our implementation structure that might jeopardize the project scope and

timeline. Moreover, BidSync has competitive training and development rates should additional services be required.

BidSync encourages CalOptima to reach out to the individuals listed below if additional information or clarification is required on any element of this response.

John Williams, e-procurement Account Manager [email protected] 801.765.9245, Ext. 503 John Lawton, Project Manager [email protected] 801.765.9245, Ext. 901 Jason Harris, Sales Engineer [email protected] 801.765.9245, Ext. 506 Jon Moody, Vice President of Procurement Sales [email protected] 801.765.9245, Ext. 476

BidSync will be pleased to provide additional formal demonstrations of the proposed solution to the CalOptima personnel and stakeholders at your convenience, if desired.


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Section 2.2 Financials

BidSync believes in the public’s right to inspect government records to promote business transparency and demonstrate proper stewardship of the public trust. Consequently, BidSync chooses to mark only our

financial statements attached to this response as "CONFIDENTIAL.”

Current Financial Statement


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2011 and 2012 Audited Financial Report


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Section 2.3 Experience

As a prime contractor, BidSync has extensive experience working with large organizations in implementing complex solutions. Our larger customers include the State of California, the State of Utah,

and Orange County, California. We recently closed deals with Oklahoma City, OK and Austin Independent School District in Texas, which includes 126 schools. BidSync Contract is powered by Novatus Contracts.

A value-add of the BidSync Contract solution is that it is integrated with the BidSync Source system which

CalOptima currently uses. Novatus has a number of customers that deal with Medicare and Medicaid and who are running the same solution we are proposing. Some of them include:

• Akron General

• ARUP Laboratories

• Covenant Care, LLC

• Hospice of Valley

• Seattle Cancer Care

• Yukon Health

The BidSync Contract solution is able to handle healthcare-specific issues. For example, Stark compliance is a challenge that many healthcare organizations face, and organizations often struggle to understand

how to effectively manage healthcare contracts and their associated documents. In addition to large numbers of agreements that need to be tracked, there is significant governance, internal and external,

that is required over the template – agreement creation, approval, credential tracking, and execution.

BidSync Contract assists with Stark compliance by providing a holistic picture of a contractual relationship in its iterations. BidSync Contract handles all Stark contract concerns in an easy-to-use solution that

automates the entire process. Because the solution is cloud-based, deployment is fast and processes are streamlined. BidSync Contract is also compliant with the requirements of the Health Insurance Portability

and Accountability Act of 1996 (“HIPAA”), which applies to health information created or maintained by

health care providers who engage in certain electronic transaction, health plans, and health clearing houses. The BidSync solution is specifically designed to help CalOptima deal with these critical operational

needs and requirements of HIPAA compliance.

Section 2.4 References

BidSync is currently implementing the BidSync Contract solution with the City of Pembroke Pines, Florida and Austin Independent School District, Austin, Texas. Below are references through our partner,

Novatus, for companies who are already fully implemented.

Sony Electronics

Customer Name Sony Electronics

Contact Information

Name: Jaime Zepeda, Sr. Contract Manager Address: 16530 Via Espriollo

San Diego, CA 92127 Telephone: 858.942.7660

Email: [email protected]



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Arkansas Blue Cross Blue Shield

Customer Name Arkansas Blue Cross Blue Shield

Contact Information

Name: Doug Haynes, Information Systems Planning Address: 601 S. Gaines Street

Little Rock, AR 72201 Telephone: 501.378.2511


Halifax Health

Customer Name Halifax Health

Contact Information

Name: Maria Beecraft, Sr. Contract Manager Address: 303 N. Clyde Morris Blvd

Dayton Beach, FL 32114

Telephone: 386.254.4340


Section 2.5 Credentials, Resumes, and Organization

Section 2.5.1 Key Personnel John Lawton, Project Manager: Mr. Lawton is an experienced project manager with nearly 10

years of experience in IT, software, and business development projects. He has an MBA from Utah

State University and a B.S. in Computer Information Systems from Dixie State College. Mr. Lawton

specializes in managing the project as well as any changes that may come as a result of the project. He works closely with the stakeholders to ensure that expectations are met and delivery is made on

time. He has worked with organizations on projects that have involved millions of dollars with hundreds of team members.

John Williams, e-procurement Account Manager: Mr. Williams has been selling software solutions for over 19 years and is skilled in understanding C-level goals. He has earned a consistent

track record of managing teams, territories, and partners that focus on the public sector market. He possesses an in-depth understanding of the trends of this space and how to position products,

services, and solutions to match these trends. Mr. Williams graduated from Brigham Young University

with a B.A. in International Business and a Minor in Mandarin Chinese. He is currently responsible for providing procurement sales to the Western U.S. territory.

Section 2.5.2 Other Personnel Chad Blanchard, Vice President of Operations: Mr. Blanchard has over 18 years of operational

and contact center experience within the technology industry. He has a B.A. in Communications from

the University of Utah with an emphasis in Business Management and Process Improvement. He has extensive experience introducing various technologies into customer support including Live Chat and

other custom-built solutions for integrating tools and technology to improve agent performance and

provide high-touch customer service. Mr. Blanchard is currently responsible for the BidSync Customer Solutions group, Implementation/Integrations team, and the Links PLUS quality assurance

team.

Jon Moody, Vice President of Procurement Sales: Mr. Moody graduated from the University of

Texas at Arlington with a B.A. in Interdisciplinary Studies (Business/Mathematics). Mr. Moody joined BidSync from Microsoft where he managed the Southeast Sales District. Mr. Moody has over 19 years




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of sales/sales management experience with IBM and other companies selling ERP and e-procurement

solutions to the government and private sector.

Section 2.5.3 Detailed Resumes for Key Personnel

Resource Name John Lawton

Resource Title Project Manager

Project Allocation 100%

Skills/Experience Nearly 10 years of experience planning and monitoring IT and business processes for Fortune 500 companies and large public organizations

Extensive knowledge and experience in the project and process

management, IT, risk, and business intelligence field

Organized PMOs in two companies, BridgePoint Education and KCI

Proven ability to plan, build, and implement business processes and

integrating them with technology for the highest quality and efficiency

Formal project management training and certification (Project

Management Professional) from the Project Management Institute

Worked closely with client stakeholders and users to define realistic, achievable project plans that met business objectives within defined

timeframes

Developed communication processes, reports, and other devices to

ensure that key stakeholders and decision makers were accurately and appropriately informed of the current project status

Developed post-implementation processes to ensure client satisfaction

Project Experience John has designed and implemented software for BidSync, Disney Worldwide, ESPN, Suncor Energy, GE Energy, and many other Fortune 500

organizations. The duration of these have varied from 6 months to 2 years. These have all involved extensive client and stakeholder communication.

Recent projects include:

Start Date: June 2008 End Date: April 2012

Client/Project: Pedernalus Electric

Title/Percentage of time: Senior Solutions Architect/Variable (20% - 100%)

Description: IT PPM and helpdesk solution; interfacing with SAP and

JIRA.

Start Date: February 2008 End Date: April 2012

Client/Project: Suncor Energy

Title/Percentage of time: Senior Solutions Architect/Variable (20% - 100%)

Description: Turnaround PPM plan-to-plan tool interfacing with SAP; pipeline scheduler, and transporter.


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Start Date: July 2011 End Date: April 2012

Client/Project: City of Chicago - Office of Emergency Management and Communications

Title/Percentage of time: Senior Solutions Architect/Variable (20% -

100%)

Description: PPM Tool used to track grant-funded projects and payouts.

Education Master of Business Administration - Utah State University

Bachelor of Science - Computer Information Systems, Dixie State College

Resource Name John Williams

Resource Title E-procurement Account Manager

Project Allocation 25%

Skills/Experience 19 total years of experience providing enterprise software and services

to both public and private sectors

Ability to understand organizational goals and objective and map the proper solution-set to meet the needs of an organization

Superb understanding of ERP, e-procurement, Sourcing, and Contract Lifecycle Management

Activities include selling new product solution-sets into the Public Sector; Products consist of e-procurement, Sourcing & Contract Lifecycle

Management modules

Identifying and acquiring net-new customers within State, Local, and

Federal Government agencies throughout the Western Region

Cultivating net-new prospects, managing and identifying up-sell / cross-sell opportunities for additional sales of products and services within

existing agencies, overseeing and driving Enterprise Software

Agreements with strategic accounts

Work closely with client stakeholders and users to define realistic, achievable project plans that meet business objectives within defined

timeframes

Secure annual and multi-year contracts while investigating and landing

opportunities to up-sell, cross-sell, and provide best practices information within existing accounts

Conduct presentations to C-Level executives and establish rapport with clients to leverage our tools and services pertaining to marketing

analytics and data integration solutions; Oversee product and sales training

Education Bachelor of Arts - International Business & Chinese, Brigham Young University


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Section 2.5.5 Organizational Chart Key personnel will be available to the extent proposed for the duration of the project. No person

designated as “key” to the project will be removed or replaced by BidSync without the prior written concurrence of CalOptima.

Section 2.6 Work Plan and Pricing

Section 2.6.1 Implementation Approach Implementation Activities

Over the past 14 years, BidSync has successfully implemented numerous agency clients using a methodology that is based on the following five distinct phases:

Phase 1: Initiation

Phase 2: Planning

Phase 3: Execution

Phase 4: Deployment

Phase 5: Maintenance

Our multi-step process maximizes the efficiency of the BidSync team as well as the stakeholders working

on the project tasks.

Initiation Phase Alignment of stakeholders and resources to ensure successful implementation

Post-award activities

Execution of service contract

Executed software / service agreement

Risk assessment

Communication and Change Management plans


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Planning Phase

Kickoff and planning meeting(s)

Introductions, review of project scope and agenda

Review of customer’s objectives for solution

High-level walk-through of BidSync Contract solution for key stakeholders; review objectives (if

desired)

Review of CalOptima’s current and desired contracting processes; gap analysis

Finalize requirements

Execution Phase

Configure solution basics: security groups, people functions, user permissions, system settings

Configure company (supplier) information

Configure contract information

Test/validate configuration through review and input of company/contract information and

documents

Modify configuration items as needed

Plan for next steps (e.g., user/admin training)

Review of CalOptima objectives and current / future processes for contract creation and

negotiation

Create Contract Wizard questions and workflows

Configuration of workflow steps for workflow types

Incorporation of workflows with associated people functions and processes (e.g., online contract

request, contract creation, online approvals, workflow routing, and post-execution workflows) Review CalOptima’s standard contract templates and identify opportunities to reduce number of

templates through Creation Wizard capabilities

Identify and create merge fields in each template, upload templates, and map merge fields

Configure Contract Creation Wizard for each template

Add clauses to clause library

Template testing

Conduct testing through sample cases to validate configuration

Make adjustments to configuration as needed and re-test

Plan for next steps

User Training

Deployment Phase Requirements checklist - mutual (BidSync / CalOptima) approval

Final testing

Go-Live

Maintenance Phase Transition to BidSync Agency Support team

Semi-annual system performance review


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Section 2.6.3 Work Plan


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Section 2.6.4 Rate Card

Service Proposed Hourly Rate

Project $150

Programmer $175

Junior Programmer $150

Web Developer $125

System Administrator $125

Database Administrator $150

On-Site Training (1 Trainer Per Day) $3,000 per day + travel expenses

Consulting/Assessment Services $165

Section 2.7 Exceptions and Deviations BidSync accepts CalOptima’s sample agreement and technical requirements with the following contractual exceptions:

Article IV, Section B - Termination without Cause

BidSync is unable to provide termination for convenience due to the upfront costs, but understands and agrees to termination for non-appropriation of funds.

Article VI, Section G BidSync owns all rights to any intellectual property and software programs.

Article VI, Section W – Liquidated Damages

Addendum 1 does not apply since BidSync is not providing licensed software.

Exhibit B

BidSync’s billing for the solution is on an annual basis starting upon contract execution, not monthly billing in arrears.


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Section 3 Scope of Work BidSync is pleased to present our comprehensive, cloud-based Contract Lifecycle Management (CLM)

solution to CalOptima. Our proven solution has allowed government agencies to effectively request, create, approve, negotiate, execute, organize, automate, and manage contracts.

Question Company Response

1. User friendly reporting functionality.

Solution must have ad-hoc

reporting capabilities.

Give a detailed description of which fields you can

report from.

BidSync Contract has highly capable ad hoc reporting functionality; all fields in the solution are searchable and

reportable.

All contracts are stored and linked appropriately to the

supplier in order to allow for every contract to be reported from.

If Contracts are loaded in

one area and suppliers are loaded in another, is their

cross-function capabilities so that we can report from

both in the same report?

Standard reports are created during the implementation

process to include custom fields required by CalOptima. All of these items can be made reportable and can also be

automated within the BidSync system.

Please provide a list of all standard reports that are

included with the proposed

solution and provide samples of actual reports generated by

your system. Indicate whether or not these reports can be

automated.

Some examples of standard contract reports that BidSync has created in the past are:

Contracts in process

Contracts by business owner

Expiring contracts

Expenditure by contract

Expiring vendor insurance certificates

Expiring offshore attestation forms

All of these items can be made reportable and can also be

automated within the BidSync system.

2. Ability to operate within two distinct “partitions /

environments” since the

Purchasing and Contracting departments do not share the

same contracts.

BidSync Contract allows for as many partitions as may be required by CalOptima through the use of security groups.

3. How does your product accomplish distinct

partitioning?

BidSync Contract accomplishes distinct partitioning through the use of agency-defined user roles, which are created to

provide access to those users assigned to a particular role

(e.g., users from one department cannot see contracts in another department unless assigned the proper permissions)

4. Ability to create contracts from contract templates based on input criteria

(“Bookmarking”) and save

them in the system as a

BidSync Contract provides the ability to create contracts from contract templates based on input criteria using a creation wizard. Based on user input, the appropriate clauses are

joined together in a contract document. Wizards are

configurable by the agency and are very flexible. Contracts


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Microsoft Word document. Provide a template library to

create contracts that meet legal directives. Describe the

level of effort required to

change language in the templates or to change entire

template.

that are created from a Word template can be saved as a Word document in the solution.

The solution has a template library from which contracts can

be created and which also meet legal directives or any other

guidelines required by CalOptima.

All templates can be modified using standard Word editing functionality. All template changes require proper permissions

via assigned user roles.

5. Ability to create amendments

from templates.

BidSync Contract has the ability to create amendments from

a template. All changes are tracked and can be easily audited. Amendments can tie back to the master contract

through a contract family.

6. Ability for selected users to

easily add/modify drop down data fields as needed.

BidSync Contract enables a user with the correct permissions

to easily add or modify drop-down data fields as needed. Fields that are added are immediately available to report on.

7. Ability to assign our own contract numbers to contracts.

BidSync Contract allows users to assign a unique contract number, or the system can auto assign numbers based on agency preference.

8. Demonstrate a logical linkage between main contract

workspace and subsequent amendments.

Contracts and their subsequent amendments are linked together in a logical, hierarchical database tree. For each

contract, users can view a contract family and its associated hierarchy.

9. Ability to date stamp history of contract and sub-agreement

creations.

BidSync Contract automatically date and time stamps the contract and the sub-agreements during creation. A history of

all changes to the contract is also tracked.

10. Mass upload capability to create and link new

amendments/subcontracts to existing Master documents.

Explain in some detail the

methodology and cost involved in converting contracts from

the current Ariba system to your proposed solution.

BidSync has experience migrating data from many systems including Ariba. If the data can be exported, BidSync can

import it into the BidSync Contract solution. Mass imports can be done, as well as individual item importing. Amendments

and subcontracts are automatically linked to the master

document when created under that master document. During the implementation process, all subcontracts and

amendments will be properly linked to their respective master documents according to CalOptima’s requirements.

Please see “Section 2.6, Work Plan and Pricing” as well as question #33 below for cost details.

11. As a contract repository, solution must be able to notify business owners and contract

creators at a pre-selected

number of days from contract expiration by email. Contract

expiration notifications should be variable.

BidSync Contract has an event management tool which allows users to create automatic email reminders to be sent to a selected person or group of people “x” number of days

prior to contract expiration. Multiple notifications can be sent

for each contract, if required, and the notification days can be variable for each contract.


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12. Solution contains a “Legal library”. A library of alternate clauses to use in case vendor

redlines a clause.

BidSync Contract does contain a clause library, which holds alternate clauses created by a user with proper permissions.

13. Solution must have advanced

flexible search capabilities.

The BidSync Contract solution has a wide range of advanced

and flexible search capabilities such as a “quick search”, a “full search query”, and a “text search” to find information

located within any document in the solution.

14. Ability to add quarterly

“Contract minutes” from quarterly meetings with

vendors so that a timeline is maintained.

A user can create a document within BidSync Contract to hold

the contract minutes from quarterly meetings with vendors in order to maintain appropriate timelines. Events or tasks can

be assigned to users and actions that need to be taken from the “contract minutes” can be tracked.

15. Ability to link to other Enterprise Financial

Management programs such as “PaperSave”, Ariett, Great

Plains, BidSync and FACETS.

BidSync Contract can integrate with other financial and ERP systems upon further discovery during the implementation

process and would require a separate Statement of Work (see “Section 2.6.4, Rate Card” for fees). BidSync Contract is

already integrated to BidSync Source, which is currently used by CalOptima.

16. How does your product handle integrations with the systems

defined in 15?

BidSync has created an open architecture to allow CalOptima the ability to integrate to third party software applications

including financial systems, ERPs, HR systems, and/or Inventory Management. BidSync has the ability to integrate

these systems using our standard API services, flat files,

custom code, or work with an integration provider to make the required connection between BidSync and CalOptima’s

third party application.

BidSync’s integration team will work with CalOptima to

understand the required systems for integration, the business processes that will benefit from the interface, and the critical

object necessary to make the integration successful. Additional time will be spent with CalOptima’s technical team

to design the best overall integration strategy to define the

best interface connection, required data elements and mapping, and the overall directional flow and frequency

required.

Examples of BidSync’s experience with third-party

applications and integration points are as follows:

SAP: ERP Integration / Web Services (XML)

PeopleSoft (Oracle): ERP Integration / Web Services

(XML)

MUNIS: Financial Integration / Flat File (.csv)

ADPICS: ERP Integration / Middleware (SOAP API)


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Novatus: Contract Integration / Web Services (SOAP API)

Coupa: Purchasing Integration / Web Services

(RESTful API)

17. Must be able to readily convert

essential current and historical data to ensure continuity of

Master Contracts and all their related documents.

In order for historical contracts and related documents to be

visible in BidSync Contract, they must reside in BidSync Contract. BidSync has experience converting data from many

systems. If the data can be exported, BidSync Contract can import it. Amendments and subcontracts are automatically

linked to the master document when created under that

master document. During the implementation process, all subcontracts and amendments will be properly linked to their

respective master documents according to CalOptima’s requirements.

18. Solution should have built in ‘routing’ and electronic

signature gathering capability.

BidSync Contract has built-in routing capabilities based on agency-defined criteria. The solution has digital signature

capabilities between the agency and the vendor using a third party called Docusign™, which is fully integrated into BidSync

Contract.

19. Describe in detail how CalOptima’s Administrator

would add/change users,

approvers and/or roles within your proposed system. Does

your system offer global change capabilities?

Administrators have the ability to add users and roles, and manage the details of the user environment. Security Roles

are created and maintained by the system administrators.

Administrators may add/edit new or existing users and their

roles via the administrator tools. See “Appendix A, BidSync

Contract: Day-in-the-Life Narrative” for additional details.

BidSync Contract does offer global change capabilities. For example, an administrator can make a change to a user or

his/her role within the solution and that change would apply

globally from that point forward.

20. Solution should have the capability of conducting an

RF(x) (formal RFP and RFQ process). If this capability is

not included in your contract

management system, please state whether this functionality

exists within another module in your solution.

This capability exists within BidSync Source, a sourcing solution which CalOptima currently utilizes. BidSync Source

and BidSync Contract are integrated.

21. Describe the type of technical support your product provides?

BidSync’s dedicated customer support staff is available via toll-free telephone and email Monday through Friday from

5am to 5pm PST. After business hours, emergency support is available.

Each user has access to the online BidSync Customer

Solutions Portal that provides FAQs, knowledge base content,

and contact channels to well-trained and dedicated support


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staff. Each support staff member has in-depth knowledge on the BidSync solution. The BidSync Customer Solutions Portal

also contains documents and videos that assist users in staying informed on product features and functionality.

Additional options for future training are always available to

ensure that users stay informed and fully engaged in the solution.

Average speed of answer for BidSync’s Customer Solutions

Portal is 22 seconds. Any call that enters voicemail during

business hours will be returned within 60 minutes. After hours, non-emergency support calls will be returned within

60 minutes of the start of the following business day.

Email response is within 60 minutes during business hours;

after hours emails are returned within 60 minutes of the start of the following business day.

22. As a hosted system, it must be able to run on a client server that runs on Windows XP or

higher and be compatible with

Internet Explorer 7 or higher.

BidSync Contract is provided as a cloud-based solution, so client servers are not necessary; however, the solution is compatible with Windows XP or higher and Internet Explorer

7 or higher.

23. Describe in detail the vendor relationship management

capabilities.

BidSync Contract is integrated with BidSync Source, which CalOptima is already using. Relevant fields are automatically

pulled from BidSync Source and the awarded solicitation into BidSync Contract. Vendor relationships are managed in

BidSync Source (e.g., ratings/scorecards), while SLAs, FARs,

and events can be created in a contract by agency users within BidSync Contract in order to improve vendor

relationships.

24. Should incorporate check lists to manage information and

activities with the contract life

cycle.

Agency users with appropriate permissions can create a task list to manage information and activities within the contract

lifecycle.

25. Should include automatic tracking of dates, events,

milestones, schedules and payments and provide email

‘alerts’ regarding changes.

Describe in detail, who would receive the automatic alerts?

BidSync Contract automatically tracks dates, events, milestones, and schedules. The solution can be integrated to

automatically track payments.

The solution provides an alerts system which, after being set

up by a user with proper permissions, will automatically send out alerts for any event. Alerts can be set up to automatically

send to anyone in the “system address book”, including internal and external personnel and contacts.

26. Should have statistical and financial analysis tools to

evaluate contract data.

BidSync Contract does not have built-in statistical and financial analysis tools; however, reports can be generated in

Excel format for full analysis outside of the solution.


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27. Should provide calendars that include milestones the vendor should meet.

BidSync Contract includes calendars that are equipped to hold agency and vendor milestones. Automatic alerts and tasks can be configured.

28. Should include tools that streamline contract creation

and management.

BidSync Contract utilizes a contract creation wizard, which guides and enables users to quickly maneuver through and

manage the contract creation process.

29. Should have data import/export capabilities.

BidSync Contract has full capability to import and export many different file and document types.

30. Does the system provide a secure FTP for data

transmission?

BidSync Contract does not utilize an FTP site; however, confidential data is encrypted in transit and at rest. All

communication and data transfers are encrypted using high-grade encryption practices (AES256, SSL, etc.).

31. Should have access security levels by user/role/business unit.

BidSync Contract utilizes agency-defined security group and user roles, which are created to provide access to individuals with the proper permissions.

32. Explain your training methodology and quote costs

to train 10-15 users on your solution. Costs should be

provided for each of the following scenarios:

On-Site training

Training via Webinar

Training at your facility

Provide a syllabus of what is covered in each of the above

scenarios.

Also, does your solution have a

‘user group’ or a group of users who can be called on to

discuss solutions to questions?

On-site training, training via webinar, and training at facility will all follow the following scenario:

BidSync Contract Training

The purpose of this training is to assist in familiarizing agency

users with BidSync Contract so that they will be able to use

the solution to its fullest. BidSync Contract training is broken into three trainings: Admin, User, and Contracts Template

Creation. The Admin training will introduce administrative users to the basics of adding other agency users and

correctly setting up their permissions. Administrative users will also be shown the process of adding and managing

suppliers/vendors in the system. Administrators will be shown

the process of importing a bid award over to a contract creation wizard for an easy contract set-up. Once the

contract is created, the administrator will be shown the process of managing the contracts and setting up

notifications of events. The Contracts Template Creation tool

allows the administrator to use standard Word documents to create draft contracts from standard legal language. The

administrator will be shown the process of creation, management, and how to run the Creation Wizard to create

contract drafts.

Admin

adding users and permissions

companies tab

admin in Contracts

-Setting up roles

-Creating event alert templates


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-Setting up work flow templates and workflow teams

-Setting up routing tables

User

Importing a bid over to a contract

Contract management

Creating contracts by hand

Company management

Contract Template Creation

BidSync's primary response to agency questions is resolved through our Customer Solutions Portal that is available

Monday through Friday, 5am to 5pm PST. Additionally, all agency users have access to BidSync’s 24/7 support portal of

knowledge base articles, FAQs, and training information for

all product related topics.

Training is included as part of the subscription to BidSync Contract. Onsite training is $3,000 per day plus expenses.

33. Provide the total cost of ownership for implementing

and the operation of your system for a term of (?) years.

Implementation costs

Training costs

Licensing costs based on 15

users

Updates and annual support costs

Costs to add additional licenses

Any other costs not listed above

Project Costs Year 1 Cost Years 2-5

Annual Cost

BidSync Contract Subscription for 15

users (assumes Full

User licenses)

$32,000 $32,000

Training Costs (remote)

Included in subscription


Implementation Costs $19,000 N/A

Updates and on-going support



TOTAL $51,000 $32,000

Additional User Costs $2,000 per Full User

34. Provide a project timeline that would have the system implemented and users trained

by September 1, 2013.

Project timeline including implementation and training of standard contract management system will be completed within the timeframe of September 1, 2013. Integrations will

be considered as a separate project plan with dates and

requirements established. Please refer to “Section 2.6.3, Work Plan” for project timeline details.


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Section 4 Acknowledgement


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Section 5 Non-Collusion Affidavit


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Appendix A. BidSync Contract: Day-in-the-Life Narrative

BidSync Contract is a comprehensive web-based Contract Lifecycle Management (CLM) solution that

functions as a stand-alone solution or as an integrated component of the BidSync procurement suite.

BidSync Contract offers the only full Contract Lifecycle Management (CLM) system in the industry that is

completely configurable from an Internet browser. The solution provides:

Automation of the entire CLM process including contract drafting, negotiation, and approval/renewal tools

Notifications, workflows, and logic to help you manage important dates and milestones

Familiar, intuitive, and easy-to-use interfaces

Rapid deployment and quick time-to-value

The following screenshots illustrate some key functionalities available within the solution:

Screenshot Explanation

Contract Home Screen

Upon login, users are

provided with a dashboard view that provides a summary

of relevant information. This

screen is user configurable to meet individual needs/roles.

Search Capabilities

Users have the ability to

search for contracts using

keywords and/or a wide variety of filters.


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Company Profile

In the “Companies” tab, a user is able to view all

contracts and activities associated with a single

company.

Contract Profile

At the contract level, users

are able to view all schedules, amendments, extensions, etc.

associated with a specific contract.

Contract Draft Creation

Users can quickly create

contract drafts via an easy to use contract creation wizard.

The wizard draws content from a clause library and

integrates logic and workflow

to ensure that contract creation is performed per the

standards of your organization.


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Create and Manage Events

Users can create events and reminders to ensure that key

contract activities are performed in a timely and

efficient manner.

In the example to the left, a

user is creating a series of reminders related to a

contract renewal.

Edit Events

As business conditions

change, users have the ability to edit/revise existing events

and reminders.

In the example to the left, the

user has received a company’s updated insurance

certificate. The user resets

the reminder to notify the supplier to send a new

insurance certificate next year.


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View Events on Calendar

Users can view upcoming contract events (expirations,

milestones, etc.) that are relevant to their role or

responsibility.

Workflow Creation (Admin)

Users with Admin privileges

have the ability to create workflows to govern the

contract management process. Logic can also be

introduced to enable different

workflows to be employed for different contracting

processes.

Workflow Execution (User)

After a workflow has been implemented, it is

communicated to users and enforced within the system.

The screenshot illustrates a

simple NDA process.

Workflow Teams

Contracting often involves a number of individuals from

different areas of the organization. The solution

provides the ability to define

specific roles and responsibilities for each

specific contract or contract group.


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Routing Tables

Conditional logic can be configured within the system

to accommodate organizational policy. For

example, a procurement director has the ability to

approve contracts with a

value less than $100k. However, board approval may

be required for contract values greater than $100k.

Reporting

Authorized users can quickly create customized reports on

virtually any data element within the system. These

reports can be one-time ad hoc reports or scheduled

reports that can be saved,

generated, and transmitted to stakeholders based on

parameters set by the user.


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Wizard Driven Report Writer

A contract creation wizard is

provided to assist users in creating and formatting

reports.

Reports can be exported to

PDF or Excel formats.

Scheduled Reports

A report can be scheduled and automatically distributed

as required by the user.


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User Creation

New users can be quickly added by an administrator.

The administrator may also

edit and manage existing

roles as business requirements change.

Role Based Security

Administrators have the

ability to create and manage roles within the system. Roles

provide the ability to provide

the appropriate information to the right individual at the

right time - and to protect sensitive information from

inappropriate use.


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View all Companies

Users have the ability to create company-specific

views. Filters can be quickly applied to narrow searches to

companies of interest (e.g., show me all active companies

located in New York).

View all Contracts

Users also have the ability to create contract-specific views.

Contract filters can also be

applied to narrow searches to contracts of interest (e.g.,

show me all open NDAs or show me all contracts

expiring in the next 90 days).

View Negotiation Portal

Authorized users will have access to the negotiation

portal, which shows open contracting efforts, their

current status, and the individuals/teams involved.

Documents

RFP 13-033 Contract Management Software Services_06.11.13_FINAL (1)