1. General Services Department State 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 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
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 (RFx Sourcing 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 Task Force on Procurement Reform

10. Questions?
Thank You