--- title: Procurement and Contract Management Software | CIPAce description: CIPAce keeps solicitation, bidding, contracts, invoices, pay applications, and change orders on the same record as the capital project and its funding. image: https://www.cipplanner.com/hubfs/raw_assets/public/cipplanner-theme/images/og-default.png --- [![CIPPlanner](https://www.cipplanner.com/hs-fs/hubfs/raw_assets/public/cipplanner-theme/images/cipplanner-logo.png?width=180&height=36&name=cipplanner-logo.png)](https://www.cipplanner.com/) - Platform - Solutions - Who We Serve - Customers - [Contact](https://www.cipplanner.com/contact) [Request a Demo](https://www.cipplanner.com/request-a-demo) #### The Platform - [CIPAce Platform Overview](https://www.cipplanner.com/platform) - [AI Core](https://www.cipplanner.com/platform/ai-core) - [Integrations and APIs](https://www.cipplanner.com/platform/integrations) - [Security and Compliance](https://www.cipplanner.com/platform/security-and-compliance) Platform One metadata-driven, low-code platform underneath every solution, so adding a solution is a configuration, not a second system of record. [Explore the CIPAce platform ›](https://www.cipplanner.com/platform) #### Plan and Deliver - [Capital Planning and Budgeting](https://www.cipplanner.com/solutions/capital-planning-and-budgeting) - [Capital Program Lifecycle Management](https://www.cipplanner.com/solutions/capital-program-lifecycle-management) - [Procurement and Contract Management](https://www.cipplanner.com/solutions/procurement-and-contract-management) - [Project Schedule and Resource Management](https://www.cipplanner.com/solutions/project-schedule-and-resource-management) #### Operate and Maintain - [Enterprise Asset Management](https://www.cipplanner.com/solutions/enterprise-asset-management) - [Inspection and Work Management](https://www.cipplanner.com/solutions/inspection-and-work-management) - [Bridge Inspection and Asset Management](https://www.cipplanner.com/solutions/bridge-inspection-and-asset-management) Lifecycle Condition data from operations feeds the next capital plan. Start where the pressure is and add the rest without a second implementation. [Talk to us about your program ›](https://www.cipplanner.com/request-a-demo) #### Sectors - [Cities and Counties](https://www.cipplanner.com/who-we-serve/cities-and-counties) - [Transportation and Aviation](https://www.cipplanner.com/who-we-serve/transportation) - [Water and Utilities](https://www.cipplanner.com/who-we-serve/water-and-utilities) - [Private Enterprise](https://www.cipplanner.com/who-we-serve/private-enterprise) Qualification Every sector page carries the funding sources, reporting obligations, and approval chain that shape a capital program in that sector. Named agencies and their results are in Customers. [See customer results ›](https://www.cipplanner.com/customers) #### Customer Stories - [Fairfax County, Virginia](https://www.cipplanner.com/customers/fairfax-county) - [New York City Department of Transportation](https://www.cipplanner.com/customers/nycdot) - [City of Baltimore](https://www.cipplanner.com/customers/city-of-baltimore) - [San Antonio Water System](https://www.cipplanner.com/customers/saws) - [Indianapolis Airport Authority](https://www.cipplanner.com/customers/iaa) - [Veolia Water](https://www.cipplanner.com/customers/veolia) #### More From Customers - [All Customer Stories](https://www.cipplanner.com/customers) - [Case Studies on Request](https://www.cipplanner.com/customers#on-request) - [Ask for a Peer Reference](https://www.cipplanner.com/contact#form) Proof More than 250 billion dollars in capital projects and programs managed on CIPAce, across 24 U.S. states. [View all customer stories ›](https://www.cipplanner.com/customers) Solutions › Deliver and Construct › Procurement and Contract Management CIPAce Solution · Deliver and Construct # Procurement and Contract Management for Government Run solicitation, bidding, contract administration, invoices, pay applications, and change orders on the same CIPAce™ record as the capital project and its funding, from procurement through closeout. [Explore the Details](https://www.cipplanner.com/solutions/procurement-and-contract-management#challenges) [Request a Demo](https://www.cipplanner.com/solutions/procurement-and-contract-management#demo) Also Known As Procurement · Contract Administration · Bid and Solicitation Management · Pay Applications ![CIPAce capital program lifecycle dashboard](https://www.cipplanner.com/hs-fs/hubfs/raw_assets/public/cipplanner-theme/images/capital-program-lifecycle-management.png?width=640&height=480&name=capital-program-lifecycle-management.png "CIPAce capital program lifecycle dashboard") **$250B+** in capital programs across all CIPAce customers **20,000+** users across all CIPAce customers **25 years** of CIPPlanner capital infrastructure delivery Procurement and Contract Management [Challenges](https://www.cipplanner.com/solutions/procurement-and-contract-management#challenges) [In Production](https://www.cipplanner.com/solutions/procurement-and-contract-management#cycle) [Capabilities](https://www.cipplanner.com/solutions/procurement-and-contract-management#capabilities) [Outcomes](https://www.cipplanner.com/solutions/procurement-and-contract-management#outcomes) [Built on CIPAce](https://www.cipplanner.com/solutions/procurement-and-contract-management#platform) [Questions](https://www.cipplanner.com/solutions/procurement-and-contract-management#questions) [Request a Demo](https://www.cipplanner.com/solutions/procurement-and-contract-management#demo) The Challenge ## Where Procurement and Contract Control Break Down Procurement and contract administration sit between the capital plan and the work in the field. When bidding, contracts, invoices, and changes run apart from the project record, control over funding and payment depends on manual reconciliation. 1 ### Contract Administration Handled Off-System Contract administration, including invoices, pay applications, and change management, runs apart from the project record, so committed and paid figures drift from the budget. 2 ### Contract Data in Spreadsheets and on Paper When contract processes run in Excel or on paper, errors and discrepancies have to be reconciled by hand at each checkpoint. 3 ### Funding and Payment Controls Checked by Hand Each contract line item has to be allocated across its funding sources, and each invoice checked against the contract, to keep projects fully funded and prevent overbilling. 4 ### Submittals and RFIs Without a Record Submittals, RFIs, and decisions are routed by hand, so review history, comments, and decision rationale are scattered across inboxes instead of captured in-system. 5 ### Fragmented Approvals With Low Visibility Reviews and approvals move through email across departments, consultants, and contractors. Nobody can say what is waiting on whom, and accountability for a decision is hard to reconstruct later. In Production ## Procurement and Contracts on CIPAce Today Agencies run procurement and contract administration on CIPAce™ now. Select a customer to see what they manage on the platform. NYCDOT ### New York City Department of Transportation NYCDOT manages a $14.4 billion capital program and more than 1,800 active infrastructure projects on CIPAce™. Disconnected legacy systems had made complex contract data hard to manage, and some processes ran entirely in Excel or on paper. - Bid and solicitation management with cost estimates at the 30, 60, 90, and final phases - Financial data connected directly to contracts, enforcing tracking rules for capital budgets and grant obligations - Vendors create, digitally sign, and submit invoices, making paper invoices obsolete [Read the NYCDOT story](https://www.cipplanner.com/customers/nycdot) Fairfax County ### Fairfax County, Virginia Fairfax County manages a capital improvements portfolio of more than $15 billion on CIPAce™, in production since March 2021 across DPWES and FCDOT, with more than 200 automated workflows. - Solicitation and bid management across planning, design, and construction contracts - Construction change management across six primary change types - Contract, invoice, and payment records synchronized with FOCUS SAP every day [Read the Fairfax County story](https://www.cipplanner.com/customers/fairfax-county) SAWS ### San Antonio Water System SAWS runs procurement and contracts from solicitation to closeout on CIPAce™, alongside a capital program of more than $600 million a year, with 1,029 active users across staff, consultants, and contractors. - Evaluator conflict of interest e-signatures and small, minority, and women-owned business goals - Hard-stop and warning budget checks in contract, change order, and invoice workflows - Submittals, RFIs, change orders, and invoices sent online and approved through electronic workflows [Read the SAWS story](https://www.cipplanner.com/customers/saws) IAA ### Indianapolis Airport Authority The Indianapolis Airport Authority manages multi-funded airport capital projects on CIPAce™, with contracts and invoices split across federal, state, airport cash, debt, and land funds. - Every contract line item split by funding source with a full 100 percent allocation - Invoices checked against contract line items to prevent overbilling - Retainage released across multiple items in one transaction [Read the Indianapolis Airport Authority story](https://www.cipplanner.com/customers/iaa) **One record from bid to payment.** Because the solicitation, the contract, the invoice, and the change order read the same project and funding data, budget checks and payment controls apply at every step instead of at month-end reconciliation. Solution Key Capabilities ## Twelve Capabilities From Bid to Payment CIPAce™ brings procurement and contract administration into the capital program lifecycle, so bidding, contracts, invoices, and changes stay tied to the project and its funding. ### Lifecycle Procurement Bidding and RFP collaboration run on the same platform that holds the project, its funding, and its delivery record. ### Bid and Solicitation Management Develop cost estimates at the 30, 60, 90, and final phases, generate bid pages, and capture multiple vendor bids to support the full contract negotiation lifecycle, as at NYCDOT. ### In-System Evaluation Through Contract Generation Govern procurement across planning, design, and construction contracts, with evaluators scoring responses in-system through to contract generation, as at Fairfax County. ### Contract Administration and Pay Apps Manage contract administration, including invoice and Pay App handling and change management, within the lifecycle platform. ### Construction Change Management Each contract change follows a defined approval path, and approved modifications apply to the contract record while preserving baseline history. ### Multi-Funding Management Split contract line items across funding sources with a full 100 percent allocation, reported line by line by funding source, as at the Indianapolis Airport Authority. ### Invoice and Payment Control Build invoices from contract line items, with checks against overbilling. ### Budget and Funding Controls Hard-stop and warning budget checks in contract, change order, and invoice workflows, as at SAWS. ### Batch Retainage Release Release retainage across multiple contracts and invoices in one transaction, with amounts calculated automatically. ### Vendor Collaboration and E-Signature Consultants and contractors submit submittals, RFIs, change orders, and invoices online, with Adobe Sign e-signature, and see only the contracts assigned to them. ### Procurement Compliance Evaluator conflict of interest e-signatures, small, minority, and women-owned business goals, and trilateral contracts, as at SAWS. ### Financial System Integration Two-way integration with financial systems through the CIPAce Web API. At Fairfax County, the system synchronizes with FOCUS SAP every day. What You Can Achieve ## Control Over Every Dollar Committed and Paid ### Funding and Payment Control - Keep contracts, invoices, and change orders on the same record as the project budget - Check projects, contracts, and invoices against budget, with gaps reported before overspending - Release retainage for multiple contracts and invoices in one transaction - Lock fields during review so only authorized roles approve and pay invoices ### Faster Cycles and a Record That Holds Up - Reduce cycle time for reviews and approvals - Capture review history, comments, and decision rationale in-system - Retire paper invoices so vendors submit directly into the system - Strengthen accountability with auditable workflows and records Built on CIPAce ## Configurable Without Source-Code Changes CIPAce™ Procurement and Contract Management runs on the configurable enterprise CIPAce™ platform, designed to adapt without requiring source-code changes for many common enhancements. ### Dashboards and Portals Configurable dashboards consolidate tasks, data, and drill-down insights, including health check style visual indicators for performance measures. ### Reporting and Analytics Access virtually any data element for standard, custom, and analytic reporting, with outputs including PDF, Word, and Excel. ### Workflow and Notifications Automate multi-party review and approval with routing, validation rules, workflow logs, and email or dashboard notifications. ### Document Management Centralize records with version control, routing for review and approval, full-text search, and online mark-up for common file types including CAD. ### Audit Trail and Access Control Track changes to business records, who made them, and when, supporting accountability, compliance, and audit readiness. ### Integration Framework and APIs Two-way integrations with third-party software through the CIPAce Web API, supporting enterprise integration across financial systems, GIS, and other tools. ### Mobile Enablement A mobile application supports field and on-the-go productivity, including construction sites, with offline capture that syncs when a connection returns. **24 U.S. states** with city, county, state, utility, and transportation agencies running CIPAce™ **More than 90%** of CIPPlanner customers are public sector organizations **100% dedicated** to capital infrastructure enterprise software development and system deployment ### Deployment Options CIPAce™ supports both traditional On Premises deployments and Software-as-a-Service deployment models, depending on your organization’s IT strategy and governance requirements. ### Ideal For - Project lifecycle staff, including finance and procurement teams - Contract bid and invoice administrators - Active design and construction vendors - Owner representatives, engineers, and construction managers - Capital Program Management Offices, PMO and CPMO Questions Buyers Ask ## Procurement and Contract Management, Answered The questions below are the ones procurement, contract, and finance teams ask most often. Each answer gives the criteria first, then what CIPAce™ does about them. ### Which capital program software handles bid and solicitation management? Look for bidding that runs on the same record as the project and its funding, rather than in a separate e-procurement tool, so the awarded contract carries the scope and budget it was bid against. CIPAce™ supports lifecycle procurement for bidding and RFP collaboration. At NYCDOT, cost estimates at the 30, 60, 90, and final phases generate bid pages and capture multiple vendor bids. At Fairfax County, evaluators score responses in-system through to contract generation. ### How do agencies track construction contracts and pay applications in one system? The gain comes from keeping contract administration on the same record as the project it funds. CIPAce™ manages contract administration, including invoice and Pay App handling and change management, within the lifecycle platform. Multi-party review and approval is automated with routing, validation rules, workflow logs, and notifications, and every change to a business record carries a user and a timestamp for audit readiness. ### Which capital project software handles RFIs, submittals, and change orders? CIPAce™ routes design and construction submittals, RFIs, and decisions through automated workflows, so review history, comments, and decision rationale are captured in-system rather than in email. Because contract administration and change management run on the same platform that holds the project record, a change is evaluated and approved against the funding and scope it affects. ### How do agencies prevent overbilling on construction invoices? Overbilling is prevented when an invoice can only be built from the contract it bills against. At the Indianapolis Airport Authority, invoices are built from contract line items in CIPAce™, with checks against overbilling, and workflows lock fields during review so only authorized roles approve and pay. At SAWS, hard-stop and warning budget checks run in the contract, change order, and invoice workflows. ### How do agencies split contracts across multiple funding sources? Each contract line item needs its own funding allocation, so the split holds when invoices and changes arrive. At the Indianapolis Airport Authority, every contract line item in CIPAce™ is split across federal, state, airport cash, debt, and land funds with a full 100 percent allocation. A funding split report then shows each line item by funding source. ### Which capital program software includes e-signature for construction documents? CIPAce™ enables Adobe Sign e-signature within the design and construction phase, so approvals happen inside the same environment that holds the submittals, RFIs, and contract records. Because signing is part of the workflow rather than a separate step, the signed record stays linked to the project and to its audit trail. ### What contract vehicles are available for capital program software? Public agencies typically buy through a competitive RFP or through an existing cooperative purchasing vehicle, depending on jurisdiction and dollar threshold. We can help you identify the vehicles available to your agency so the path to purchase is clear before the evaluation. ### Cooperative purchasing versus competitive RFP for government software They are two routes to the same purchase. - **A competitive RFP** defines your requirements and evaluates responses, which suits large or novel purchases - **Cooperative purchasing** uses an existing awarded contract to buy faster We can support either path with the documentation and references it requires. ### How do agencies write an RFP for capital program management software? A strong RFP describes the capital lifecycle you need covered, from intake and prioritization through delivery and asset management, and asks vendors to show configurability, integration, security, and references rather than a feature checklist. We can share requirement language drawn from live public implementations to help you scope one. ### What security documentation do agencies request during procurement? Typically the hosting attestation and where it applies, the access control and single sign-on model, the audit trail scope, and the vulnerability management and disclosure process. CIPAce™ can provide documentation on each. The [Security and Compliance](https://www.cipplanner.com/platform/security-and-compliance) page summarizes what is available. Related ### [Capital Program Lifecycle Management The full delivery lifecycle this solution runs within View](https://www.cipplanner.com/solutions/capital-program-lifecycle-management) ### [NYCDOT Contract and Project Management A $14.4 billion program on CIPAce Read](https://www.cipplanner.com/customers/nycdot) ### [Request a Demo and Procurement Contract vehicles, RFP support, and security documentation Go](https://www.cipplanner.com/request-a-demo) ## Request a Demo with CIPPlanner We will use your project types, your contract methods, and your approval chain, not a generic sandbox. Thirty minutes with someone who has implemented lifecycle management in an agency like yours. ### Request a Demo Tell us the size of your capital program and your timeline and we will tailor the session. ![CIPPlanner](https://www.cipplanner.com/hs-fs/hubfs/raw_assets/public/cipplanner-theme/images/cipplanner-logo-white.png?width=217&height=30&name=cipplanner-logo-white.png) For more than 25 years, CIPPlanner has delivered enterprise capital program management solutions to public sector infrastructure owners. CIPAce™ serves as the system of record for billion-dollar programs across city, county, state, utility, and transportation agencies in 24 U.S. states. [Request a Demo](https://www.cipplanner.com/request-a-demo) #### Platform [CIPAce Platform Overview](https://www.cipplanner.com/platform) [AI Core](https://www.cipplanner.com/platform/ai-core) [Integrations and APIs](https://www.cipplanner.com/platform/integrations) [Security and Compliance](https://www.cipplanner.com/platform/security-and-compliance) #### Solutions [Capital Planning and Budgeting](https://www.cipplanner.com/solutions/capital-planning-and-budgeting) [Capital Program Lifecycle Management](https://www.cipplanner.com/solutions/capital-program-lifecycle-management) [Procurement and Contract Management](https://www.cipplanner.com/solutions/procurement-and-contract-management) [Project Schedule and Resource Management](https://www.cipplanner.com/solutions/project-schedule-and-resource-management) [Enterprise Asset Management](https://www.cipplanner.com/solutions/enterprise-asset-management) [Inspection and Work Management](https://www.cipplanner.com/solutions/inspection-and-work-management) [Bridge Inspection and Asset Management](https://www.cipplanner.com/solutions/bridge-inspection-and-asset-management) #### Who We Serve [Cities and Counties](https://www.cipplanner.com/who-we-serve/cities-and-counties) [Transportation and Aviation](https://www.cipplanner.com/who-we-serve/transportation) [Water and Utilities](https://www.cipplanner.com/who-we-serve/water-and-utilities) [Private Enterprise](https://www.cipplanner.com/who-we-serve/private-enterprise) #### Customers [All Customer Stories](https://www.cipplanner.com/customers) [Fairfax County, Virginia](https://www.cipplanner.com/customers/fairfax-county) [New York City Department of Transportation](https://www.cipplanner.com/customers/nycdot) [City of Baltimore](https://www.cipplanner.com/customers/city-of-baltimore) [San Antonio Water System](https://www.cipplanner.com/customers/saws) [Indianapolis Airport Authority](https://www.cipplanner.com/customers/iaa) [Veolia Water](https://www.cipplanner.com/customers/veolia) [Case Studies on Request](https://www.cipplanner.com/customers#on-request) #### Company [Request a Demo](https://www.cipplanner.com/request-a-demo) [Contact](https://www.cipplanner.com/contact) © 2026 CIPPlanner Corporation. All rights reserved. [Privacy Policy](https://www.cipplanner.com/contact#privacy)[Cookie Policy](https://www.cipplanner.com/contact#cookies) [Security and Compliance](https://www.cipplanner.com/platform/security-and-compliance) ```json { "@context" : "https://schema.org", "@type" : "FAQPage", "mainEntity" : [ { "@type" : "Question", "acceptedAnswer" : { "@type" : "Answer", "text" : "Look for bidding that runs on the same record as the project and its funding, rather than in a separate e-procurement tool, so the awarded contract carries the scope and budget it was bid against. CIPAce™ supports lifecycle procurement for bidding and RFP collaboration. At NYCDOT, cost estimates at the 30, 60, 90, and final phases generate bid pages and capture multiple vendor bids. 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