RFP 13-033 Contract Management Software Services - 06.11.13 - FINAL

CalOptima
Contract Management
Software Services
RFP 13-033
Technical Response
11 June 2013
Proposal Response Due Date:

June 12, 2013, 2pm PST
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: jwilliams@bidsync.com
FINAL
CalOptima Contract Management Software Services

RFP 13-033
Technical Response
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
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
Suite 101 American Fork, UT 84003
FINAL
Page 2 of 50

RFP 13-033
Technical Response
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
jwilliams@bidsync.com
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 3 of 50

RFP 13-033
Technical Response
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/moduleswhich require extensive training and, in some
cases, special technical skillsas a cloud-based solution, BidSync Contract is simple and intuitive,
yet flexible and effective.
High User Adoption and Utilization. Many solutions fail because users dont 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 users 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 enterpriselevel 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.
BidSyncs 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, BidSyncs support
team will be readily available to assist CalOptimas staff in the use, administration, and expansion
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 4 of 50

RFP 13-033
Technical Response
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
John Lawton, Project Manager
Jason Harris, Sales Engineer
Jon Moody, Vice President of Procurement Sales
jwilliams@bidsync.com
jlawton@bidsync.com
jharris@bidsync.com
jmoody@bidsync.com
801.765.9245, Ext. 503

801.765.9245, Ext. 901
801.765.9245, Ext. 506
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.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 5 of 50

RFP 13-033
Technical Response
Section 2.2
Financials
BidSync believes in the publics 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
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 6 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 7 of 50

RFP 13-033
Technical Response
2011 and 2012 Audited Financial Report
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 8 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 9 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 10 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 11 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 12 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 13 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 14 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 15 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 16 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 17 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 18 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 19 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 20 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 21 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 22 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 23 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 24 of 50

RFP 13-033
Technical Response
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:
Address:
Telephone:
Email:
1.800.990.9339
11 June 2013
www.bidsync.com
Jaime Zepeda, Sr. Contract Manager

16530 Via Espriollo
San Diego, CA 92127
858.942.7660
jaime.zepeda@am.sony.com
629 Quality Drive
FINAL
Page 25 of 50

RFP 13-033
Technical Response
Arkansas Blue Cross Blue Shield

Customer Name
Arkansas Blue Cross Blue Shield
Contact
Information
Name:
Address:
Telephone:
Email:
Doug Haynes, Information Systems Planning

601 S. Gaines Street
Little Rock, AR 72201
501.378.2511
dphaynes@arkbluecross.com
Halifax Health
Customer Name
Halifax Health
Contact
Information
Name:
Address:
Telephone:
Email:
Section 2.5
Section 2.5.1
Credentials, Resumes, and Organization

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
Maria Beecraft, Sr. Contract Manager

303 N. Clyde Morris Blvd
Dayton Beach, FL 32114
386.254.4340
maria.beecraft@halifax.org
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
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 26 of 50

RFP 13-033
Technical Response
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
Client/Project: Suncor Energy

Description: Turnaround PPM plan-to-plan tool interfacing with SAP;
pipeline scheduler, and transporter.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 27 of 50

RFP 13-033
Technical Response
Start Date: July 2011
Client/Project: City of Chicago - Office of Emergency Management and

Communications
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 / crosssell 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
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 28 of 50

RFP 13-033
Technical Response
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
Section 2.6.1
Work Plan and Pricing

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
Phase
Phase
Phase
Phase
1:
2:
3:
4:
5:
Initiation
Planning
Execution
Deployment
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
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 29 of 50

RFP 13-033
Technical Response
Planning Phase
Kickoff and planning meeting(s)
Introductions, review of project scope and agenda
Review of customers objectives for solution
High-level walk-through of BidSync Contract solution for key stakeholders; review objectives (if
desired)
Review of CalOptimas 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 CalOptimas 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
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 30 of 50

RFP 13-033
Technical Response
Section 2.6.3
1.800.990.9339
11 June 2013
Work Plan
www.bidsync.com
629 Quality Drive
FINAL
Page 31 of 50

RFP 13-033
Technical Response
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 32 of 50

RFP 13-033
Technical Response
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
Section 2.7
$165
Exceptions and Deviations
BidSync accepts CalOptimas 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
BidSyncs billing for the solution is on an annual basis starting upon contract execution, not monthly
billing in arrears.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 33 of 50

RFP 13-033
Technical Response
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.
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?
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.
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.
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.
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
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 34 of 50

RFP 13-033
Technical Response
Question
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.
Company Response
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 CalOptimas 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.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 35 of 50

RFP 13-033
Technical Response
Question
Company Response
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 CalOptimas
third party application.
BidSyncs 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 CalOptimas 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 BidSyncs 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)
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 36 of 50

RFP 13-033
Technical Response
Question
Company Response
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 CalOptimas
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

CalOptimas 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?
BidSyncs 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
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 37 of 50

RFP 13-033
Technical Response
Question
Company Response
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 BidSyncs 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.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 38 of 50

RFP 13-033
Technical Response
Question
Company Response
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 highgrade 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:
1.800.990.9339
11 June 2013
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
www.bidsync.com
629 Quality Drive
FINAL
Page 39 of 50

RFP 13-033
Technical Response
Question
Company Response
-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 BidSyncs 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
Year 1 Cost
Years 2-5
Annual Cost
$32,000
$32,000
Included in
subscription
Included in
subscription
Implementation Costs
$19,000
N/A
Updates and on-going

support
Included in
subscription
Included in
subscription
$51,000
$32,000
Project Costs
BidSync Contract
Subscription for 15
users (assumes Full
User licenses)
Training Costs
(remote)
TOTAL
Additional User Costs
34. Provide a project timeline that

would have the system
implemented and users trained
by September 1, 2013.
1.800.990.9339
11 June 2013
$2,000 per
Full User
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.
www.bidsync.com
629 Quality Drive
FINAL
Page 40 of 50

RFP 13-033
Technical Response
Section 4
1.800.990.9339
11 June 2013
Acknowledgement
www.bidsync.com
629 Quality Drive
FINAL
Page 41 of 50

RFP 13-033
Technical Response
Section 5
1.800.990.9339
11 June 2013
Non-Collusion Affidavit
www.bidsync.com
629 Quality Drive
FINAL
Page 42 of 50

RFP 13-033
Technical Response
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.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 43 of 50

RFP 13-033
Technical Response
Screenshot
Explanation
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.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 44 of 50

RFP 13-033
Technical Response
Screenshot
Explanation
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
companys updated insurance
certificate. The user resets
the reminder to notify the
supplier to send a new
insurance certificate next
year.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 45 of 50

RFP 13-033
Technical Response
Screenshot
Explanation
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.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 46 of 50

RFP 13-033
Technical Response
Screenshot
Explanation
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.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 47 of 50

RFP 13-033
Technical Response
Screenshot
Explanation
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.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 48 of 50

RFP 13-033
Technical Response
Screenshot
Explanation
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.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 49 of 50

RFP 13-033
Technical Response
Screenshot
Explanation
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.
1.800.990.9339
11 June 2013
www.bidsync.com
629 Quality Drive
FINAL
Page 50 of 50

RFP 13-033 Contract Management Software Services - 06.11.13 - FINAL

Transféré par

Informations du document

Titre original

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

RFP 13-033 Contract Management Software Services - 06.11.13 - FINAL

Transféré par

Droits d'auteur :

Formats disponibles

CalOptima

Proposal Response Due Date:

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

June 11, 2013

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

The BidSync Solution

Why the BidSync Team?

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

801.765.9245, Ext. 503

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

Current Financial Statement

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

2011 and 2012 Audited Financial Report

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services

629 Quality Drive

Suite 101 American Fork, UT 84003

CalOptima Contract Management Software Services