Contract and Supplier Management System

Summary

The municipality of Súdwest-Fryslân is procuring an organisation-wide contract and supplier management system to replace its existing AXI solution. The supplier must provide SaaS access, implement the system, and deliver maintenance, support and further development. The solution must support the complete contract lifecycle, CATS-CM or an equivalent methodology, NEVI-CLM and, where needed, the municipality’s own processes. It must manage contracts, obligations, performance, risks, changes, evaluations and supplier portfolios, and include a supplier portal. Documents are to remain in the municipality’s document management system rather than in the CLM solution’s own document store. The work includes migrating active contracts and relevant historical information from AXI, transferring document links, configuring the system, integrating it with finance, HR, identity management, document management, data warehouse and other systems, training users, and preparing an exit plan. The expected scale is approximately 150 internal users and up to 1,000 external supplier users; the organisation has around 1,200 employees and an estimated 2,500 active contracts. The initial contract term is 4 years, with five possible extensions of 2 years each. The planned contract start and functional go-live date is 1 March 2027; the detailed implementation requirements also state 28 October 2027 as the final deadline. Bidders must submit a price offer, quality materials, an implementation plan, a training plan, the required references and signed compliance declarations, and take part in a demonstration of the solution. Bids are evaluated on the best price-quality ratio: price accounts for 40% and quality for 60% (desired functions, implementation plan, training plan and demonstration). The winning supplier must also meet the 2% Social Return obligation.