Contract Management and Solicitation Template Software Solution
| Location: | Virginia |
|---|---|
| Posted: | Jun 1, 2026 |
| Due: | Jun 29, 2026 |
| Agency: | James City County |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFI20260843 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFI20260843
|
| Bid Title: |
Contract Management and Solicitation Template Software Solution
|
| Category: | Request for Information |
| Status: | Open |
|
Attachment Preview
James City County Purchasing Office
101-F Mounts Bay Road, Ste. 300
Williamsburg, VA 23185
Email: bill.gerry@jamescitycountyva.gov
http://va-jamescitycounty.civicplus.com/467/Bids-Requests-For-
Proposals
JAMES CITY COUNTY, VIRGINIA
REQUEST FOR INFORMATION No. 20260843
Title:
Contract Management and Solicitation Template Software Solution
Issue Date:
June 1, 2026
Due Date:
June 29, 2026; Responses to be received in the Purchasing Office no later
than 2:00 pm
Submit:
Responses shall be emailed to bill.gerry@jamescitycountyva.gov.
Inquiries:
Shall be addressed to Bill Gerry, via email:
bill.gerry@jamescitycountyva.gov by not later than 12:00 pm on June 19,
2026. Responses to questions will be posted via an addendum to the
website.
This public body does not discriminate against faith-based organizations.
PROPRIETARY INFORMATION
YES ( ) NO ( )
Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection
and exclusion form the Virginia Freedom of Information Act (2.2 et seq.) is set forth below.
(Additional sheet may be added if necessary.)
_______________________________________________________________________
_______________________________________________________________________
Firm Name:__________________________________________________________________
State Corporation Commission No.#: ________________________________________________
Address:_____________________________________________________________________
City/State/Zip:_________________________________________________________________
Telephone:___________________________________FAX:____________________________
Email:_____________________________________________________________________
Print Name:___________________________________Title:____________________________
Signature_____________________________________Date____________________________
I. PURPOSE
James City County, Virginia (“the County”), is requesting information from interested parties for a
Purchasing Contract Software to support the needs of the County’s Purchasing Department. The purpose of
issuing this Request for Information (“RFI”) is to:
a) Determine the level of market interest.
b) Obtain information on potential new technologies or approaches.
c) Obtain recommendations that would enhance the success of a future procurement opportunity
relating to this project.
d) Obtain cost estimates for planning and budget purposes; and
e) Provide the industry with an opportunity to comment on the potential procurement opportunity.
The intent of the RFI is to gather information on available software solutions which support the lifecycle
and management of procurement contract development, execution, and administration. The requested
solution should improve efficiency, standardize processes, reduce administrative burden, provide document
creation tools, workflow tracking, data collection, and document storage. The proposed solution should
offer features that optimize contract maintenance for procurement professionals and other departments.
II. BACKGROUND
James City County is a full-service local government located near historic Williamsburg, Virginia. It is a
growing, urbanizing community of 141 square miles with an estimated population of 83,000. James City
County is committed to serving the needs of its citizens and the public at large.
III. RESPONSES
Interested parties are invited to respond to this RFI by submitting a response to the County. Responses
should include ideas, information and recommendations that could result in a clarification of the
requirements, cost-saving opportunities, and the identification of potential problem areas with this
initiative.
Any qualified firm interested in providing services should prepare information in compliance with the
specifications described in this RFI. Respondents should include in their response detail concerning their
product availability containing all/some or none of the following:
System Capabilities
• Describe how the system manages the Contract Lifecycle
o To include drafting, review, evaluation, approval, execution, monitoring, renewals, and
closeout
o Does the system offer progression tracking visible to Purchasing and Project Manager
(PM)
o Are there special features offered for managing Cooperative Contracts
o Describe the configurability of the approval workflows to include triggers for overdue
actions, advanced notification features
o Explain how department access and permissions are administered
o Demonstrate the reporting capabilities with the ability to convert to Excel
o What data is captured in your reports, can it forecast upcoming actions
o Explain how alerts and notifications can be set up and utilized
o Is there a vendor performance tracking feature
o Explain history or audit tracking features by user
o
• Outline system capabilities for drafting solicitations, renewals, and contract documents
o How to create and store templates, terms and conditions, logos, and standardized
documents
o Can the system support digital signatures (internal and external)
o Does the system offer reference checking
o Can admin approval processes be incorporated into the workflow
• Describe the software’s storage capabilities
o To include archival capabilities, how to search and retrieve, hosting environment, data
encryption (in transit and at rest), document history, and audit tracking.
o Does the software allow vendors to upload documents directly (solicitation responses,
Bonds, and Certificates of Insurance (COI)
Is there an ability to create a required checklist
o How are supporting documents cataloged and stored
• Certificate of Insurance (COI) Tracking
o Describe the systems capability to link COIs to their corresponding contracts
o Can a single COI be linked to multiple contracts
o Does the software permit vendors to view COIs currently on file
o Can it produce alerts for vendors and County employees when expiring
o Ability to monitor expired/dropped coverages
• Implementation, Training, and Pricing
o What is the typical implementation timeline
o What services are included in implementation
o Explain your pricing model, fees, and storage costs
o How many hours of training are recommended and how many of those hours are covered
in the base price
o Is data migration available
o What are additional training options and the cost
o Describe your pricing structure
o Are you compliant with ADA accessibility requirements
o Explain any use and utilization of AI
Open or closed model
Does it learn from user input
What does human audit of AI software look like
o Give a breakdown of the expected return on investment (ROI) from utilizing your
product
o Can bulk editing be done by end users or is it vendor initiated
Respondents are requested to provide a concise and focused response to this RFI. Responses are requested
in the following format:
a) Brief company profile.
b) Name of a key contact person, including telephone number, fax number and email address
c) Best estimated price range to provide software and services
d) Timeframe to install and implement
e) Other information specific to the nature of this RFI and deemed important by the respondent
In the event, sufficient information is received, the County may, but is not required to, issue competitive
solicitation. This RFI is not a competitive solicitation, and no contract award shall result. This RFI will not
be used to evaluate, rank or select vendors, nor will it be used to pre-qualify or screen vendors for a
subsequent competitive solicitation process, if any. If a competitive solicitation is issued, the County is
under no obligation to advise any firm. Vendors are advised to monitor the County’s website for
opportunities.
The County will not pay for the preparation of any information submitted or for use of that information.
The County reserves the right to utilize any information submitted in its best interest without any
obligation, liability, or consideration on the part of the County.
Ownership of all data, materials and documentation originated and prepared for the County pursuant to this
RFI shall belong exclusively to the County and be subject to public inspection in accordance with the
Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a firm shall
not be publicly disclosed under the Virginia Freedom of Information Act; however, the firm shall invoke
the protection of this section prior to or upon submission of the data or other materials and must identify the
data or other materials to be protected and state the reasons why protection is necessary. Disposition of the
proprietary materials after the RFIs are reviewed should be stated by the firm. Firms should indicate on the
Cover Sheet portions of their response that are proprietary and return the signed Cover Sheet with their
submission. Please list the page number(s) and reason(s).
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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