Product Experience
Every role. One platform.
From front-counter staff handling resident requests to the CAO reviewing council-ready reports — every role has a purpose-built journey. Explore how Civic Procurement works for your team.
Watch the 3-Minute Demo
See Civic Procurement handle a complete resident service request — from intake through resolution and council reporting.
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Explore the Interface
Click through the actual Civic Procurement interface. Navigate between the dashboard, resident profiles, service requests, and reports to see how everything connects.
12
Open Requisitions
-18% vs last month6
Active Solicitations
+2 vs last month4.2d
Avg Cycle Time
-35% vs last month3.8%
Maverick Spend
-11pp vs last monthRecent Activity
PO-2026-01847 issued to vendor
Public Works · 2 min ago
RFP-2026-042 — 3 bids received (sealed)
Procurement · 5 min ago
Contract CON-2024-089 — 60-day renewal alert
Parks & Rec · 12 min ago
Three-way match verified — payment authorized
Finance · 18 min ago
Vendor ABC Corp — insurance certificate expiring
Procurement · 25 min ago
Role-Based Journeys
One Platform, Every Perspective
Select a role to explore their complete journey through Civic CRM — from day-one onboarding to daily workflows and strategic outcomes.
Procurement Officer
From Requisition to Contract Award
Follow the complete procurement lifecycle — from receiving an approved requisition through solicitation creation, electronic bid management, sealed opening, evaluation facilitation, award recommendation, and contract execution. Full compliance with BPS Directive, CFTA, and municipal procurement bylaw at every step.
Receive
Approved requisition arrives
Approved purchase requisitions arrive in the procurement queue with threshold validation already applied. The system has automatically determined the required procurement method (direct purchase, informal quote, RFQ, or formal RFP/tender) based on estimated value and municipal bylaw thresholds.
The Threshold Rules Engine (spec 1.4) validates every requisition against configurable dollar thresholds per municipal bylaw. Requisitions arriving in the procurement queue are pre-classified by method: <$10K direct purchase, $10K–$50K informal quote, $50K–$100K RFQ, >$100K formal RFP/tender. Sole source requests include documented justification for review. Each requisition carries GL coding, department, justification, and approval chain documentation.
Solicit
Create & post solicitation
Build the solicitation document using municipal-branded templates — scope of work, specifications, evaluation criteria, submission requirements, terms and conditions, and contract form. Post to the e-bidding portal with automatic vendor notification by commodity category.
The Solicitation Builder (spec 2.1) provides structured document creation with version control. Templates for RFP, RFQ, tender, and RFSQ include standard municipal clauses and legal terms. The E-Bidding Portal Publisher (spec 2.2) handles electronic posting with automatic notification to registered vendors by commodity category, mandatory BPS portal cross-posting where required, and closing date/time enforcement with timezone handling. Addenda management (spec 2.3) distributes amendments to all vendors with read confirmation.
Receive Bids
Sealed electronic submission
Vendors submit bids electronically through the vendor portal. Submissions are sealed (encrypted) until the designated opening time. The system enforces the closing deadline — late bids are automatically rejected with timestamp evidence.
The Sealed Bid Vault (spec 2.4) encrypts all bid submissions until the designated opening time. Late bid enforcement locks submissions at the exact closing deadline with no manual override. Bid bond and security tracking ensures required financial guarantees are submitted. The Bid Opening Manager (spec 2.5) handles electronic unsealing with audit trail, generating the bid opening record with all submitters and prices for public tender processes.
Evaluate
Fair, structured scoring
Form the evaluation committee with conflict-of-interest declarations. AI compliance checking verifies all required documents. Evaluators score individually against defined criteria with justification. Consensus scoring session produces combined technical + price scores.
The Committee Manager (spec 3.1) handles evaluator assignment, role definition, and mandatory COI declarations. AI Compliance Checker (spec 7.1) automatically verifies all required documents, insurance minimums, and WSIB validity. The Scoring Engine (spec 3.2) supports individual evaluator scoring with justification, consensus sessions, technical evaluation, price analysis (including abnormally low bid detection), and combined score calculation with configurable weighting. All scoring actions logged for audit trail.
Award
Recommendation & approval
Generate the award recommendation report with evaluation summary, recommended vendor, and justification. Route for approval per threshold: procurement → department head → CAO → council. Notify successful and unsuccessful vendors with debriefing offer.
The Award Recommendation Builder (spec 3.4) auto-generates the recommendation report from scoring data with procurement officer narrative. The Award Approval Workflow routes per dollar threshold — council approval for contracts above bylaw threshold. Vendor notification includes debriefing offer for unsuccessful bidders. Bid protest handling (spec 3.4) provides a structured process for vendor complaints. Every approval action logged with timestamp, approver, and decision rationale.
Contract
Execute & manage
Execute the contract with all terms, schedules, and deliverables documented in the contract registry. Automated lifecycle tracking with renewal alerts, financial monitoring, milestone tracking, and compliance dashboards — all feeding into spend analytics and vendor performance scoring.
The Contract Registry (spec 5.1) stores the complete contract record: number, vendor, value, dates, renewal options, signed agreement, and schedules. The Lifecycle Manager (spec 5.2) tracks status from executed through active, expiring, and expired with renewal alerts at 90/60/30 days. Financial Tracker (spec 5.3) monitors committed, invoiced, paid, and remaining values. Vendor performance data feeds into future evaluations. All contract actions logged in the procurement audit trail.
Procurement Journey
0 / 6
Step 01
Receive
Approved requisition arrives
Approved purchase requisitions arrive in the procurement queue with threshold validation already applied. The system has automatically determined the required procurement method (direct purchase, informal quote, RFQ, or formal RFP/tender) based on estimated value and municipal bylaw thresholds.
The Threshold Rules Engine (spec 1.4) validates every requisition against configurable dollar thresholds per municipal bylaw. Requisitions arriving in the procurement queue are pre-classified by method: <$10K direct purchase, $10K–$50K informal quote, $50K–$100K RFQ, >$100K formal RFP/tender. Sole source requests include documented justification for review. Each requisition carries GL coding, department, justification, and approval chain documentation.
Step 02
Solicit
Create & post solicitation
Build the solicitation document using municipal-branded templates — scope of work, specifications, evaluation criteria, submission requirements, terms and conditions, and contract form. Post to the e-bidding portal with automatic vendor notification by commodity category.
The Solicitation Builder (spec 2.1) provides structured document creation with version control. Templates for RFP, RFQ, tender, and RFSQ include standard municipal clauses and legal terms. The E-Bidding Portal Publisher (spec 2.2) handles electronic posting with automatic notification to registered vendors by commodity category, mandatory BPS portal cross-posting where required, and closing date/time enforcement with timezone handling. Addenda management (spec 2.3) distributes amendments to all vendors with read confirmation.
Step 03
Receive Bids
Sealed electronic submission
Vendors submit bids electronically through the vendor portal. Submissions are sealed (encrypted) until the designated opening time. The system enforces the closing deadline — late bids are automatically rejected with timestamp evidence.
The Sealed Bid Vault (spec 2.4) encrypts all bid submissions until the designated opening time. Late bid enforcement locks submissions at the exact closing deadline with no manual override. Bid bond and security tracking ensures required financial guarantees are submitted. The Bid Opening Manager (spec 2.5) handles electronic unsealing with audit trail, generating the bid opening record with all submitters and prices for public tender processes.
Step 04
Evaluate
Fair, structured scoring
Form the evaluation committee with conflict-of-interest declarations. AI compliance checking verifies all required documents. Evaluators score individually against defined criteria with justification. Consensus scoring session produces combined technical + price scores.
The Committee Manager (spec 3.1) handles evaluator assignment, role definition, and mandatory COI declarations. AI Compliance Checker (spec 7.1) automatically verifies all required documents, insurance minimums, and WSIB validity. The Scoring Engine (spec 3.2) supports individual evaluator scoring with justification, consensus sessions, technical evaluation, price analysis (including abnormally low bid detection), and combined score calculation with configurable weighting. All scoring actions logged for audit trail.
Step 05
Award
Recommendation & approval
Generate the award recommendation report with evaluation summary, recommended vendor, and justification. Route for approval per threshold: procurement → department head → CAO → council. Notify successful and unsuccessful vendors with debriefing offer.
The Award Recommendation Builder (spec 3.4) auto-generates the recommendation report from scoring data with procurement officer narrative. The Award Approval Workflow routes per dollar threshold — council approval for contracts above bylaw threshold. Vendor notification includes debriefing offer for unsuccessful bidders. Bid protest handling (spec 3.4) provides a structured process for vendor complaints. Every approval action logged with timestamp, approver, and decision rationale.
Step 06
Contract
Execute & manage
Execute the contract with all terms, schedules, and deliverables documented in the contract registry. Automated lifecycle tracking with renewal alerts, financial monitoring, milestone tracking, and compliance dashboards — all feeding into spend analytics and vendor performance scoring.
The Contract Registry (spec 5.1) stores the complete contract record: number, vendor, value, dates, renewal options, signed agreement, and schedules. The Lifecycle Manager (spec 5.2) tracks status from executed through active, expiring, and expired with renewal alerts at 90/60/30 days. Financial Tracker (spec 5.3) monitors committed, invoiced, paid, and remaining values. Vendor performance data feeds into future evaluations. All contract actions logged in the procurement audit trail.
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