Labor Relations & Collective Bargaining Management Software

Ben Franklin Transit (BFT) operates in a multi-union public sector environment with multiple bargaining units. The agency negotiates multi-year collective bargaining agreements (CBAs), memoranda of understanding (MOUs), and side letters. Labor Relations responsibilities include contract negotiations, grievance administration, arbitration tracking, discipline administration (including Loudermill processes and Last Chance Agreements), ULP proceedings, EEOC claims, litigation tracking, and contract compliance monitoring.

The current environment relies on spreadsheets, static documents, and manual tracking systems. This results in version confusion, limited audit trails, manual costing models, scattered records, and difficulty tracking key milestones such as reopeners, notice windows, and wage steps.

The software must provide a centralized system of records, reduce costing cycle time, enable clause-level tracking of contract changes, automate milestone tracking, create defensible audit trails, and support public records compliance.

Project Details

• Reference ID: 26-07
• Department: Procurement
• Department Head: Rob Orvis (Director of Contracts & Purchasing)

Important Dates

• Questions Due: 2026-04-24T00:00:00.000Z
• Pre-Proposal Meeting: 2026-04-20T17:00:00.000Z — Microsoft Teams meeting Join: https://teams.microsoft.com/meet/21174509562143?p=mKty7D6x96nmXcuw2A Meeting ID: 211 745 095 621 43 Passcode: W69k3h3V ________________________________________ Need help? | System reference Dial in by phone +1 253-527-1980,,342052010# United States, Tacoma (844) 640-7974,,342052010# United States (Toll-free) Find a local number Phone conference ID: 342 052 010#

Addenda

• Addendum #1 (released 2026-04-22T17:36:30.786Z) —

  Attached is Addenda No. 1 for RFP 26-07

Evaluation Criteria

• Functional Fit and Workflow Support (35 pts) —

  Assesses how well the proposed software meets BFT’s business and technical requirements, including:

  • collective bargaining and proposal tracking
  • clause-level contract management and redlining
  • costing and scenario modeling
  • grievance, arbitration, discipline, ULP, EEOC, and litigation tracking
  • milestone reminders, audit trails, reporting, and role-based access
• Cost Proposal (20 pts) —

  The Contractor who provides the lowest cost proposal will receive the maximum points. The remaining Contractors scores will be based on the lowest estimated total cost divided by Contractors proposed cost then multiplied by the highest points possible.

• Implementation, Data Migration, Training, and Support (25 pts) —

  Assesses the vendor’s ability to successfully deploy and sustain the solution, including:

  • implementation approach and project plan
  • quality of data migration and validation process
  • training for different user groups
  • customer support model, SLAs, and update practices
  • change management and adoption support
• Security, Compliance, and Vendor Qualification (20 pts) —

  Assesses the vendor’s ability to meet BFT’s public-sector risk and compliance needs, including:

  • SaaS security controls, encryption, SSO/MFA
  • SOC 2 Type II and accessibility compliance
  • public records export capability and defensible audit history
  • experience with public-sector or unionized employers
  • product maturity, references, and organizational stability
• Optional Interview – Oral Presentation (30 pts) —

  Once evaluations have been completed, the Contractors who have the highest scoring proposals may be chosen for an interview/live demonstration session limited to 60 minutes.

Submission Requirements

• Ineligible Contractors (required) —

  By confirming this question, Vendor certifies that they or their Subcontractors are not on the Comptroller General’s list of ineligible Contractors.

   

   

• Proposal Documents (please include complete costs for implementation, ongoing support, license fees, etc.) (required) —

  Please Upload your COMPLETE Proposal here.

• Contractor Agrees to Terms and Conditions (required) —

  Please confirm that you have read and agree to the projects Terms and Conditions.

  If Contractor selects "No" please upload your requested changes of exceptions in the next Vendor Questionnaire for BFT's consideration.

• Optional Requested Changes for Terms and Conditions —

  If you answered, "No" to being able to agree to the Terms and Conditions please upload your requested changes here for BFT to consider and review.

• System for Award Management Registration (required) —

  The Contractor agrees to sign up on the System for Award Management (SAM) website at https://www.sam.gov/portal/SAM/#1 within five (5) calendar days of Notice of Award if Contractor is not already registered.

• Buy America (required) —

  Please download the below submittal document, complete as formatted and upload. BFT does not want Contractor’s to alter the forms

• Certificate of Compliance Bidder Responsibility (required) —

  Please download the below submittal document, complete as formatted and upload. BFT does not want Contractor’s to alter the forms

• Certificate Regarding Debarment (required) —

  Please download the below submittal document, complete as formatted and upload. BFT does not want Contractor’s to alter the forms

• Confidentiality/Non-Disclosure Agreement (required) —

  Please download the below documents, complete, and upload. BFT does not want Contractor’s to alter the forms.

• Disadvantaged Business Enterprises Participation (required) —

  Please download the below submittal document, complete as formatted and upload. BFT does not want Contractor’s to alter the forms

• Lobbying (required) —

  Please download the below submittal document, complete as formatted and upload. BFT does not want Contractor’s to alter the forms

• Non-Collusion Affidavit (required) —

  Please download the below submittal document, complete as formatted and upload. BFT does not want Contractor’s to alter the forms.

  If Federal Funds are being used for the project, Non-Collusion Affidavit must be notarized.

• Statement of Qualifications (required) —

  Please download the below submittal document, complete as formatted and upload. BFT does not want Contractor’s to alter the forms

• Sets of Responses (required) —

  Please indicate how many sets of response if vendor returns written responses in leu of utilizing the e-Procurement Portal.

  Example: four (4)

• Withdrawl or Modification Timeframe (required) —

  Withdrawal or Modification of Proposals Notice of error and supporting evidence claim time frame

• Proposal time period (required) —

  Please choose the timeframe a Contractor must have their proposal valid and can withdraw a proposal if award is delayed longer than

• Insurance (required) —

  Please choose which Insurance Requirements your project will require

• Forms to Complete (required)
• FTA Funding
• Are Federal Funds Being Used? (required) —

  The answer to the question will determine the inclusion of language related to Use of Federal Funds (FTA).

• Federal Funding Requirements Based On Spend (required) —

  The answer to the question will determine the inclusion of language related to Use of Federal Funds, Buy America, Lobbying, and Termination Clauses. If Federal Funds are not utilized, please select "N/A"

• Federally Funded Project Type (required) —

  Please choose which type of Federally Funding project this may be.

• Davis Bacon Requirements (required) —

  The Davis-Bacon and Related Acts apply to contractors and subcontractors performing on federally funded or assisted contracts in excess of $2,000 for the construction, alteration, or repair (including painting and decorating) of public buildings or public works.