Workflow Management System for Legal and Business users

Purpose of the Request: The Office of Investment Management (OIM) of the United Nations Joint Staff Pension Fund (UNJSPF) is seeking information on providers for a legal workflow and matter management platform that enables configurable processes between business teams and Legal teams. The proposed solution should meet the requirements of all OIM teams to easily track the status of the legal matter throughout the lifecycle. The proposed solution, at a minimum, should include the following requirements: 1. Ability to have a configurable workflow engine for Legal team whereby the Legal team enters a matter, and the workflow to allow a real-time tracking feature for status, indicating the current holder, readiness for signing, completion of signature, and relevant status information and for such information to be easily extractable. 2. Ability to store standard clauses, provisions, template documents and other reference documents prepared and saved by different OIM teams for future use. 3. Ability to have a customizable access rule for documents and matters (set restricted access). 4. Ability to have functionalities to allow privileged end-users to subjectively categorize the progress of documents as early, mid, or late stage. 5. Ability to append comments for the final approver's awareness prior to signature. 6. Ability to have workflow design steps, rules and approvals, and route tasks. 7. Ability to provide a standardized, customizable form accessible by various sections/teams, capable of auto-filling based on the requests received. 8. Ability to have Integration with collaboration tools (e.g., Microsoft Teams, Outlook, SharePoint) to streamline follow-ups and audits. 9. The solution should be modular, interoperable that supports structured intake, workflow routing, approvals, document handling, and seamless integration with the wider digital ecosystem. 10. Ability to have a search functionality to locate legal documents easily by type, counterparty, year, matter name, key words or tags. 11. Ability to send a notification email and have the legal matter cataloged accordingly and escalation. 12. Ability to append comments for the final approver's awareness prior to signature. 13. Ability to flag subsequent actions or tasks, such as forwarding to specific teams, signing, or procurement processes. 14. Ability to route documents through multiple approval levels based on document type, and financial threshold or as may be set in the System and updated from time to time. 15. Ability to see in one place the matters pending for each user. 16. Ability to assign matters to other officers. 17. Ability to have sequential, parallel, and conditional routing. 18. Ability to have automated notifications and escalation for overdue tasks. 19. Ability to have internal and users from different UN entities use the system. 20. Ability to integrate with electronic signature tools (e.g., DocuSign, Adobe Sign). 21. Ability to provide a mobile version of the system, including a dedicated mobile application, enabling authorized users to securely access the system from mobile devices. The mobile application should support key functions such as viewing assigned matters and document status, receiving notifications, reviewing documents, adding comments, and performing approval actions, subject to applicable access controls and audit requirements. Specific Requirements/Information Vendors should provide an overview of their product and services with a brief description of how their solution suppports the above requirements. Qualifying vendors may be invited to provide a demonstration. Company information: The Vendor should also provide a brief history of their company, how it is organized to support the proposed solution, and how its available products and resources will be used to meet UNJSPF/OIM requirements. The vendor shall submit the following information: • The company’s official name and address. The vendor shall also indicate what type of entity it is — for example, a corporation or a partnership. • The name, address and telephone number of the person who receives correspondence and who is authorized to make decisions or represent the vendor. Please state this person’s capacity within the company. • The total number of years the vendor has been in business and, if applicable, the number of years it has operated under the present business name. • The number of years the vendor has been providing the proposed solution. • A description of the vendor’s operations: facilities, business and objectives, and the number of employees, and client support services. Services and Pricing structure: • Please indicate the nature of your pricing model and as well as the metrics used to price your solution (e.g., flat fee, per module, per portfolio, per users, etc.). • Please describe your implemention approach and the pricing / rates for your implemention services. • Please describe your client support model and the pricing of related support services. Interested vendors are invited to register on the United Nations Global Marketplace (UNGM) at www.ungm.org and express their interest through the platform. Supporting documentation should be submitted by email to ricardo.velezcastellon@un.org, quoting the RFI reference number in the subject line.