General Services Department State Purchasing Division Paperless Procurement System (e-Bid) Phase I - Sourcing Director FY12-FY13 Project Certification Implementation Phase Status Update May 22, 2013 11/23/2018

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 11/23/2018

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 11/23/2018

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 11/23/2018

Paperless Procurement Phase I – Project Overview Phase I – Sourcing Director Module Project Accomplishments to Date As of 5/14/2013; 1,152 vendors have registered out of 1,800 previously registered E-mail notification of solicitations are being delivered to vendors based on commodities Central database of all registered vendors Reporting capabilities Increased efficiencies in SPD backend business processing and vendor online accessing for vendor registration Sourcing Event is in process of being tested Internal Project Review conducted Project Issues/Concerns March 28, 2013, SPD prepared simulated bids for testing, and determined there are still configuration issues that must be addressed. Event Sourcing Go_live is pending testing by selected outside vendors and final acceptance. Vendor Registration software bugs/configuration issues Lack of dedicated Project Manager 11/23/2018

Paperless Procurement Projected Budget for All Phases FY12/FY13 - Phase 1 Sourcing Director Completion Dates – Phase I A (Vendor Registration) - 03/15/2013 Phase I B (Sourcing Event) Target – 8/30/2013 Budgeted Costs -$106,360.00 Target Expense - $106,360.00 Phase I Close Out/Business Assessment Budgeted Costs - $80,000.00 Target Expense - $80,000.00 FY13/FY14 - Phase II Supplier Contract Management & Authoring Target Completion Date – 03/31/2014 Budgeted Costs - $160,064.00 FY14-FY15 - Phase 3 Supplier Manager Target Completion Date – 6/30/2015 Budgeted Costs - $112,076.00 11/23/2018

Phase I & II Projected Budget Project: Paperless Procurement Date Certified Amount Amount Budgeted Amount Expended Balance $458,500 Phase I- Sourcing Director 3/30/13 $106,360 $352,140 Phase I Close Out/Business Assessment 8/30/13 $80,000 Phase II – Contract Management & Authoring 6/30/14 $160,064 Phase III – Supplier Management 6/30/15 $112,076 APPROPRIATION HISTORY Fiscal Year Amount Description FY12/FY13 $458.5 Laws 2012, Chapter 19, Section 5 (10) FY13/FY14   Laws 2013, Chapter 227, Section 5 (24) (re-authorization to end of FY2014) 11/23/2018

Paperless Procurement Next Steps Hire a Project Manager Conduct and develop a Business Assessment to; Ensure that the Contracts Management Module offered by 3rd Party vendor meets the business need of SPD and the State Identify any functional/technical gaps with the Sourcing Director Module that can be satisfied with customization Identify additional training/marketing requirements Assess risks Determine feasibility of implementing and define a realistic schedule for Phase II Determine resource allocation Determine feasibility (budget/schedule/functionality) of implementing Phase III – Supplier Management Module 11/23/2018

Paperless Procurement Release of Funds Requesting release of $240,064.00 for the following purposes; $80,000.00 to hire a Project Manager to develop revised project plan/schedule, conduct a Business Assessment of the Paperless Procurement project, oversight of entire project, risk mitigation management. $80,000.00 (700+hrs@$102.50/hr. +GRT) $160,064.00 to implement Phase II Contract Management & Authoring and hire a Project Manager License - $ 41,564.00 Services - $ 38,500.00 PM - $ 80,000.00 (700+hrs@$102.50/hr+GRT) Total $160,064.00 Thank You for Your Consideration of This Request 11/23/2018