1. 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

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
11/23/2018

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
11/23/2018

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
11/23/2018

5. 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
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

6. 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

7. 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

8. 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

9. Paperless Procurement Release of Funds
Requesting release of $240, for the following purposes;
$80, 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, GRT)
$160, to implement Phase II Contract Management & Authoring and hire a Project Manager
License - $ 41,564.00
Services - $ 38,500.00
PM $ 80,
Total $160,064.00
Thank You for Your Consideration of This Request
11/23/2018