Municipal Contract Management

Eliminate spreadsheets, reduce risk, and gain full visibility over contract obligations.

What we have to offer

FARMER Contract Management provides municipalities with a centralized digital platform to manage the full lifecycle of contracts, agreements, and vendor commitments.

It replaces disconnected spreadsheets, email reminders, and paper files with a structured workflow that ensures contracts are properly created, approved, stored, and monitored.

FARMER enables municipalities to track contract obligations, monitor renewal dates, manage vendor agreements, and maintain a complete digital audit trail

What Problem Does FARMER
Contract Management Solve?

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Many municipalities currently manage contracts using:

Spreadsheets tracking contract details
Paper or PDF agreements stored in file folders
Email reminders for renewals
Individual staff maintaining their own contract records
Cloud storage platforms
External storage devices

This creates several challenges:

Contracts are difficult to locate
Renewal dates are often missed
No centralized view of all municipal agreements
Limited oversight of vendor commitments
Risk of automatic contract renewals without review
Difficulty responding to audit or legal requests

These gaps can result in:

FARMER solves these problems by digitizing and managing the full contract lifecycle.

What Are the Benefits of FARMER Contract Management?

Centralized Contract Repository

All municipal contracts are stored in a single secure system.

Includes:
Vendor agreements
Service contracts
Lease agreements
Procurement contracts
Inter-municipal agreements

Benefits:
Instant access to all contracts
Elimination of scattered records
Improved organizational visibility

Contract Approval Workflows

Contracts move through structured approval workflows before execution.

Typical workflow steps may include:
Department manager review
Procurement review
Legal review
Finance approval
CAO approval (if required)

Benefits:
Clear governance and approval processes
Reduced risk of unauthorized agreements
Complete audit trail of approvals

Automated Renewal Alerts

FARMER automatically tracks contract milestones and renewal dates.

Includes alerts for:
Contract expiration
Renewal deadlines
Notice periods
Review milestones

Benefits:
Avoid missed renewal deadlines
Opportunity to renegotiate contracts
Improved financial oversight

Vendor & Contract Reporting

Municipal leadership can track contract obligations and spending.

Benefits:
✅ Visibility into vendor relationships
✅ Identification of high-value contracts
✅ Improved procurement planning
✅ Better financial oversight

Records Compliance

Contracts are stored and managed according to municipal records policies.

Benefits:
✅ Secure long-term storage
✅ Easier audit response
✅ Improved compliance with records management standards

Integrations

FARMER Contract Management integrates with common municipal systems.

Document & Records Management Systems

Supports integration with:

Laserfiche
SharePoint
Other enterprise records systems

Benefits:

Automatic filing of contract documents
Compliance with records retention policies
Easier document retrieval

Accounting & Financial Systems

FARMER can link contracts to municipal financial systems.
Examples include:

Microsoft Business Central
Vadim iCity
Diamond / Great Plains
Other municipal accounting platforms

Benefits:

Improved financial visibility
Alignment between contracts and financial commitments

Procurement & Workflow Systems

FARMER can connect contract management with procurement and purchasing workflows to ensure:

Contracts are linked to procurement approvals
Vendor commitments are tracked consistently
Financial approvals are documented

Delivered by GovernmentFrameworks.com

GovernmentFrameworks.com helps municipalities modernize governance through technology.

Our mission is to:

Improve governance through modern technology and services designed specifically for municipal governments.

GovernmentFrameworks delivers solutions across:

Forms and digital services
Workflow automation
Records management
Public service modernization
Executive reporting and analytics

GovernmentFrameworks is an approved supplier through Canoe Procurement Canada, allowing municipalities to procure solutions quickly and compliantly.

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Discover how municipalities are making strategic decisions with a better understanding of their contracts landscape.