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General Services Department State Purchasing Division

General Services Department State Purchasing Division. Paperless Procurement System (e-Bid) Phase I - Sourcing Director Project Certification Implementation Phase Status Update February 26, 2014. Paperless Procurement Phase I – Project Overview. Project Goal:

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General Services Department State Purchasing Division

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  1. General Services DepartmentState Purchasing Division Paperless Procurement System (e-Bid) Phase I - Sourcing Director Project Certification Implementation Phase Status Update February 26, 2014

  2. Paperless Procurement Phase I – Project Overview Project Goal: Phase I - Implement 3rd party COTs Sourcing Director Software; • Provide vendors an online registration system • Provide vendors the opportunity to submit electronic responses to State of New Mexico Request for Proposals (RFPs) and Invitation to Bids (ITBs) • Improve response times and business efficiencies • Increase vendor competition for State business to realize best value and cost contracts for the State of New Mexico public entities Business Problem: • State Purchasing Division conducts competitive solicitations in a manual paper-based process that is error-prone and extremely time and labor intensive • No online bid response and sourcing capability is available • Vendor tracking is currently done manually which is inefficient and inconsistent • All response to bids and RFP’s are hard copies in a large file room

  3. Paperless Procurement Phase I – Project Overview • Governor’s Executive Order 2011-031 Task Force on Procurement Reform: • “Whereas, the State of New Mexico has an opportunity to develop a world-class procurement system that enables government to operate more effectively and efficiently” • “Whereas, the State should develop procurement processes that shorten administrative lead time, are streamlined,, and take advantage of automation to the greatest practical extent” • Agency Strategic Plan: • Goal 1 – For SPD Strategic Plan is to Implement automated and paperless procurement processes; including electronic bid and proposal capability • SPD Performance Measures: • Percent of all price agreement renewals considered for “best value” strategic sourcing option • Percent of customers satisfied with the procurement process

  4. Paperless Procurement Phase I – Project Overview Desired Outcomes: • Improve service delivery to constituents • Improve productivity • Reduce risks associated with paper records • Develop tools to streamline data entry, tracking and reporting from the database • Develop tools to streamline performance and other specific business process workflows • Provide a secure repository for response copies/contracts with full back-ups and redundancy • Provide automated process to validate vendor commitments for services and products • Green Solution: Eliminates copying and paper submittals

  5. Paperless Procurement Phase I – Project Overview • Phase 1 Sourcing Director • Phase I A (Vendor Registration) – 3/01/2013 • Phase I B (RFX Sourcing Event & Business Assessment) - 1/14/2014 • Final Configuration of screens and system functions for SPD business needs • Business Assessment was conducted to review and assess the business needs and probability of successful implementation of the following modules; • Sourcing Director, • Contract Management & Authoring, • Total Supplier Management • Phase 1C (Bid Tabulation, Evaluation and Contract Award ) – Pending w/Target Completion Date – 6/30/2014 or earlier

  6. Paperless Procurement Phase I – Project Overview • Project Accomplishments to Date • 2,500+ vendors have registered online out of 1,800 previously registered; vendors continue to register in central database • E-mail notification of solicitations are being delivered to vendors based on commodities • Reporting capability implemented • Increased efficiencies in SPD backend business processing and online access for vendor registration • Phase IA (Online Vendor Registration) - Complete • SPD now has a centralized database that houses supplier information who have registered online expressing an interest to conduct business with the State of New Mexico • Phase 1B (RFxSourcing Event – Online Procurement uploads/downloads) - Complete • SPD can now post new ITBs and RFPs on-line and automatically notify vendors, receive responses, with the near future ability to evaluate and award contracts through the online system. • Project Issues/Concerns • Continued Business Process re-engineering efforts by SPD • Ongoing Vendor training • Completion of Phase 1C – Bid Tabulation, evaluation and Contract Award targeted for end of FY2014

  7. Phase I Projected Budget

  8. Appropriation History

  9. Project Next Steps • Long-Term Plan Delivered to SPD from Project Manager that provides roadmap for the continued enhanced use of the online system: • Guidance for continued expansion of use of functionalities inherent in the software product • Suggested timeline for the full implementation of additional functionalities; • Bid tabulation, Evaluation and Contract Award • Recommendations for internal support structure • Full support of the Governor’s 2011-031 Task Force on Procurement Reform

  10. Questions? Thank You

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