RFI/RFP: Contract & Document Management System with AI, E-Signature, and Collaboration Features

Contract & Document Management System with AI, E-Signature, and Collaboration Features
Issued by: Anatolia College, Thessaloniki, Greece
Issued on: [ 8 / 5 / 2025 ]

1. Introduction

Anatolia College, an American educational institution based in Thessaloniki, Greece, is inviting information and proposals for a robust and flexible Contract and Document Management System (CDMS). The system must streamline contract lifecycle management, facilitate internal collaboration, support secure electronic signatures, and include AI-powered search and organization features.

Vendors must offer the system with both deployment options: as a cloud-based (SaaS) solution and as an on-premises installation. This requirement ensures that the college can evaluate and select the most suitable deployment strategy based on infrastructure, compliance, and operational preferences.

Initial rollout will support approximately 20 users, including legal staff, administrative personnel, and departmental directors.

2. Project Objectives

Anatolia College aims to:

• Centralize contract and document storage.

• Enable collaborative drafting and approval workflows.

• Automate notifications for contract expirations and renewals.

• Implement secure, legally compliant e-signature processes.

• Use AI for faster search, classification, and reporting.

• Maintain flexibility in hosting with support for both cloud and on-premises models.

3. Functional Requirements

A. Contract Lifecycle Management

• Repository with contract metadata (e.g., type, status, expiration).

• Dashboard view of contract stages (draft, active, signed, expired).

• Automated alerts for deadlines, renewals, and review dates.

• AI tools for clause detection, risk highlighting, and summary generation.

B. Draft Collaboration

• Shared editing or integration with platforms like MS Word/Office 365.

• Commenting, redlining, and audit trails for all changes.

• Workflow routing for legal review and executive approval.

• Role-based permissions (view/edit/approve).

C. Electronic Signatures

• Integration with trusted e-signature providers (e.g., DocuSign, Adobe eSign).

• Fully compliant with EU eIDAS and U.S. ESIGN/UETA. 

• Multi-party and sequential signing workflows.

• Signature status tracking and logging.

D. Document Management

• Folder structure by department and document type.

• Full-text search with OCR support (for scanned files, if printers support it).

• Archiving, retention policy automation, and document recovery.

• Tags, filters, and metadata for easier categorization.

E. AI Features

• Auto-classification of contracts and documents.

• Natural language queries (e.g., “Show all expiring contracts this quarter”).

• Smart suggestions for metadata or clause content.

• Duplicate and risk clause detection.

F. Reporting & Visualization

• Dashboards with charts, timelines, and contract volumes.

• Scheduled and custom exportable reports (PDF, Excel).

• Visual indicators for approaching deadlines and contract workload.

4. Deployment Options (Mandatory Requirement)

The proposed system must be available in both of the following formats:

• Option 1 – Cloud-Based Deployment (SaaS):
  Hosted on a secure, GDPR-compliant cloud infrastructure, ideally within the EU.

• Option 2 – On-Premises Deployment:
  Installable on Anatolia College's own servers with support for internal IT management, updates, and data control.

Vendors must describe both options in detail, including their respective requirements, architecture, scalability, and costs.

5. Technical Requirements

• Web-based interface accessible via standard browsers.

• API availability for integration with systems such as MS 365, LDAP, or Google SSO.

• Compatibility with multi-function devices for document scanning/OCR.

• Scalable licensing structure for future expansion.

6. User Base & Access Control

• Initial users: ~20 (directors, legal staff, executive and administrative assistants).

• Configurable roles and permissions.

• Logging of actions and access for audit purposes.

7. Security & Compliance

• GDPR compliance required for both deployment models.

• Encryption in transit and at rest.

• Support for two-factor authentication (2FA) and secure access.

• Backup and disaster recovery options.

8. Vendor Response Requirements

Please include the following in your response:

• Company profile and experience with similar institutions.

• Functional overview of the system.

• Detailed explanation of both deployment models (cloud & on-premises).

• Implementation timeline and training/support options.

• Licensing and cost model per deployment type.

• References or case studies (preferably in education or public sector).

• Service Level Agreements (SLAs).

9. Submission Instructions

Deadline for responses: [ 30 / 6 / 2025 ]

Please send responses and any supporting documents to:
Contact Person: [ Vasilis Karkampounas ]
Email: Αυτή η διεύθυνση ηλεκτρονικού ταχυδρομείου προστατεύεται από τους αυτοματισμούς αποστολέων ανεπιθύμητων μηνυμάτων. Χρειάζεται να ενεργοποιήσετε τη JavaScript για να μπορέσετε να τη δείτε.
Phone: [ +302310-398-235 ,  +302310-398-243]

Mailing Address:
Anatolia College
P.O. Box 21021, Thessaloniki 55535, Greece