SOLUTION FUNCTIONALITY AND CAPABILITY QUESTIONNAIRE
QUESTION	PROPOSER’S RESPONSE
1	EP - Solicitation Management
1.01	The Court will only accept a web‐based solution. Please confirm that only a web browser is required to access the system.
1.02	Can the solution post different types of solicitations? RFP, RFQ, IFB?
1.03	Does the solution provide a library where a variety of “bid form” templates and historical solicitations may be stored and accessed by the Court?
1.04	Do Court users have the ability to amend solicitations?
1.05	Does the solution allow for pre‐bid conference hosting? Does the Solution record the parties that are participating in the conference? Can interested bidders RSVP?
1.06	Can the Court respond to bidder’s questions as they are received?
1.07	Are questions posted publicly in real time?
1.08	Does the Court have the ability to delete questions that are irrelevant or inappropriate?
1.09	Are questions anonymous?
1.1	Does the solution have the ability to upload templates?
1.11	Will the solution allow the Court to assign a bid number?
1.12	Does the solution allow the Court to select multiple delivery locations?
1.13	Does the solution support reverse auctions?
1.14	Does the solution have a solicitation trail that is fully transparent and auditable?
1.15	Does the solution have the ability to copy a previously created bid?
1.16	Can the Court view the number of suppliers that was notified about a bid?
1.17	Can the Court view the names and number of suppliers who downloaded or viewed the bid?
1.18	Does the solution support workflow approvals? If so, does it support them for solicitation publication or contact record creation and finalization in the CLM?
1.19	Does the solution support multiple access levels and permissions? For example, "read‐only,” “approvers" and "full users".

1.2	Please describe the implementation process, including a timeline and any Court resources required.
2	EP - Vendor Registration
2.01	Is the registration specific to the Court or is it a global registration?
2.02	Does the system allow multiple contacts per vendor?
2.03	Can Court users search the database of vendors?
2.04	Does the solution charge bidders to register as a vendor? Does the solution charge bidders to submit proposals?
2.05	Can vendors indicate if they are Small Business Enterprise (SBE)/ Disabled Veterans Business Enterprise (DVBE)? If so, what steps are taken to verify this information?
2.06	How does the solution advertise bids to vendors not registered in the system?
2.07	Currently how many vendors are registered in your system?
2.08	What is the percentage increase or decrease in vendors registered in your system for calendar years 2022 and 2023, and 2024?
3	EP - Bid Submittal
3.01	Does the solution allow vendors to submit their offers, quotes, or proposals electronically?
3.02	Please describe the various methods/means a vendor can submit information to the Court about their services and products for instance, uploading documents, webforms, etc.
3.03	Can bidders revise bids, delete or replace previous offers up until the bid closure date and time?
3.04	Does the solution allow for the Court to manually upload bids received outside of the system?
3.05	Will the solution provide bidders with confirmation once the bid has been submitted?
3.06	Does the solution have the ability to seal bids?
3.07	Does the solution have the ability to open the cost portion of a bid at a different time or otherwise keep the cost portion sealed separately from the non‐cost portion of a submitted proposal?

4	EP - Electronic Evaluation
4.01	Does the solution allow for evaluation of bids/proposals within the system?
4.02	Can the solution route proposals to evaluation team members for reviewing/scoring?
4.03	Does the solution instantly compare prices for like items across multiple vendors in one screen view?
5	EP - Award
5.01	Can the solution create an Intent to Award notification to all vendors simultaneously or individually?
5.02	Can the solution post or publish awarded vendors on a publicly view area?
5.03	Does the solution support awarding bids to multiple vendors? (all or in part on a line‐by‐line basis)
6	CLM - Contract Management
6.01	Describe your contract management solution. Is it a lifecycle management solution or just a repository type solution?
6.02	Does the solution have a contract builder or authoring functionality?
6.03	Does the solution provide electronic signatures? If so, does it comply with California Civil Code, title 2.5, section 1633.1‐166.17 (Uniform Electronic Transactions Act)?
6.04	If a digital signature solution is not provided, does the solution integrate with any digital signature providers? If so, which providers?
6.05	Can the solution track basic Contract Administration activities, including contract spend, commitments, expiration dates, among other tasks?
6.06	Does the solution have the ability to set alerts that provide notifications of upcoming expirations? For example, contract expiration reminders. And have a feature to allow user to forecast upcoming contract needs?
6.07	Does the solution have a contract template library that includes an inventory of standardized terms and conditions so that contract templates may be customized for future use?

6.08	Does the solution include the ability to accept uploaded documents, and to preserve their history including, but not limited to, document versioning?
6.09	Does the solution have version control functionality during contract negotiations and formation, which will track contract modification and amendment versions?
6.1	Does the solution allow for a workflow to be tailored specifically for users who are responsible for reviewing and approving the documents?
6.11	Does the solution have a key performance indicator metrics or Contractor performance review?
6.12	Does the solution have the ability to upload related documents?
6.13	Does the solution have the ability to field a request for procurement and/or a contract draft to be produced using a webform or alternative method of submitting a request into the system?
6.14	Does the solution have the ability to produce a report on a periodic basis and dispatch that report in an automated fashion on a set schedule?
6.15	Does the solution have the ability to associate contract records with one another in some sort of hierarchical manner? For instance, a master agreement with subordinated individual contractor agreements and those contractor agreements with subordinated amendments.
6.16	Can a contract record be classified as having a perpetual term?
6.17	Can the contract record's expiration date be updated automatically based on conditional terms such as the value of another field in the record or other data reference point? For instance, an effective date and expiration date being populated on the condition of "upon delivery".
6.18	Can ad hoc reports on contract metadata be made using the GUI of the system?
6.19	Can contract metadata report templates be made and saved using the GUI of the system?

6.2	Can the system perform a global search where search terms can be found within the contract records as well as the associated documents stored in the system such as the contract PDFs themselves?
6.21	What criteria does the solution's search screen use to filter down search results? Can any tracked/stored data value be used as a search criteria?
6.22	Does the system have a maximum limit as to the number of contract records that can be stored in the system? Does the system have a data size whereby the size of the database results in diminished performance and responsiveness of the system? If so what size?
6.23	Does the system allow for user security profiles that can be customized as read only, edit, or no visibility into certain contract records? Can such security settings be applied more granularly for portions of a contract record?
7	EP and CLM - Implementation & Support
7.01	What is your implementation schedule and data migration plan? What Court resources are required to implement?
7.02	Provide the type of support available, including but not limited to web, e‐ mail, phone, and instant messaging. What is the expected response time on technical issues?
7.03	What are the hours for technical support?
7.04	Is your support team located in the United States? If yes, in what city and what time zone?
7.05	What data analytics and reports are available? Does the solution for either E‐Procurement, CLM, or both have a dashboard?
7.06	Does the solution provide complete audit history?
7.07	How many users can be logged on at the same time?
7.08	Describe the solution's data safeguards, including disaster recovery.
7.09	Does the Court’s system and related data reside on servers located in the United States? If so which state? If not, which Country?
7.10	Does Proposer certify it can provide the following: 1. Include all training, maintenance and support services. 2. Provide complete solution maintenance for the environment. 3. Provide system updates, bug fixes, and patches that will be released to production server operating systems on a periodic basis. 4. Provide, in addition to service maintenance, Contractor ongoing product upgrades and enhancements.
7.11	Does the solution support generally‐accepted commercial standards of accessibility features, including but not limited to, the Americans with Disabilities Act (ADA), the Rehabilitations Act of 1972, and all other applicable regulations.
7.12	What are your hours & methods of support? For example, phone, email, live chat, etc.
7.13	If your company is not open during business hours in the Pacific Time Zone, please include your plan for addressing any issues that may occur during these hours.