NextGen eProcurement Pre-Proposal Conference: RFP 0A1190 Overview - PDF document

The included presentation and speakers notes are provided to the vendor community on an ‘as-is’ basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents. NextGen eProcurement Pre-Proposal Conference: RFP 0A1190 Overview The Conference will begin momentarily. 1 Speaker: Kelly Sanders Good morning and thank you for joining us today for an overview of our NextGen eProcurement RFP. This RFP is the result of extensive research, discussions with other states, Kaizen events and a business process re-engineering effort with significant participation, input and collaboration from stakeholders across multiple agencies. I also want to thank many of you that are joining us today for providing valuable information and insight at our Competitive Dialog session last fall. Release of this RFP is taking the state of Ohio one step closer to transforming our procurement processes and providing a better experience for our buyers and suppliers. Maria Johnson, our Procurement Representative, will now walk us through the agenda. 1

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents. Agenda  Welcome and Introductions  Spotlight on Project & Solution Elements  State RFP Responses: General Processes and Protocols  Open Inquiries: Questions & Answers  Wrap-Up 2 Speaker: Maria Johnson We have designed today’s session to provide you with a general overview of the RFP content and requirements. Participation in this session is not mandatory to respond to the RFP, but this is an opportunity for vednors to learn more about the RFP and ask questions. Given the anticipated audience of firms that may respond to this RFP, our understanding of the firms that may be on this call, and considering response, we‘re going to highlight several aspects of State RFPs that comprise a complete proposal response. We do hope this material will be helpful to firms that are developing responses to this RFP. Additionally, we have afforded time at the end of the presentation for firms to ask questions of the State. And we will answer your questions to the extent we can. Please feel free to enter questions at any time during the presentation in the Q&A chat box on the right or at the bottom of the Skype Session screen. Should you have any questions that aren’t answered during this call, please utilize the Procurement Inquiry process highlighted on the State procurement website to submit your questions. The presentation you are viewing today will be available at the conclusion of the live broadcast. The same link used to join the meeting today can be used to access the recorded presentation. We’ve allowed for approximately 2 hours for the presentation and the Q&A session. 2

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents. Welcome and Introductions On this Teleconference: Maria Johnson – Procurement Representative/Moderator Computer Acquisition Analyst Eric Glenn – Business Owner/Presenter Deputy Chief Procurement Officer Kelly Sanders – Business Owner/Presenter Chief Procurement Officer Bob Sievert – Subject Matter Expert eProcurement Practice Lead 3 Speaker: Maria Johnson In addition to myself, on the call this morning we have the Office of Procurement Services business owners, Mr. Eric Glenn, DAS Deputy Chief Procurement Officer, and Ms. Kelly Sanders, the DAS Chief Procurement Officer. Also assisting us today is advisor Mr. Bob Sievert. With introductions taken care of, I’d like to turn the meeting back over to Ms. Sanders. 3

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents. Agenda  Welcome and Introductions  Spotlight on Project & Solution Elements  State RFP Responses: General Processes and Protocols  Open Inquiries: Questions & Answers  Wrap-Up 4 Speaker: Maria Johnson Introduce Kelly Sanders 4

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents. Opportunity Overview NextGen eProcurement: Background Ohio Department of Administrative Services (DAS), Office of Procurement Services (OPS) provides general and information technology procurement services to its customers. Procurement activities are a mix of centralized and decentralized practices, encompassing many entities. The State is currently challenged with:  Transactional inefficiencies;  Higher costs for doing business; and  A less than optimal user experience for buyers and suppliers. 5 Speaker: Kelly Sanders I’d like to take a moment to provide some background information and hi-light the challenges we currently face. The Department of Administrative Services, Office of Procurement Services is the central procurement authority that supports state agencies, boards and commissions with the procurement of general and information technology goods and services. Our office also supports cooperative purchasing program members comprised of local government entities and higher education through extension of our contracts for goods and services. Procurement in the state of Ohio is a mix of both centralized and decentralized activities across multiple entities. Supplement Three of the RFP provides more details about the different entities and a more in-depth overview of procurement as well as other reference materials we hope assist you with developing your response to this RFP. Now I’d like to hi-light the current challenges our buyers and suppliers are faced with. We experience transactional inefficiencies through duplicative and complex processes and lack of automation. We also experience higher costs of doing business. • The state sometimes pays higher than market prices and it is not easy to validate. There is no visibility to real-time market prices to compare to state contract prices to drive strategic sourcing decisions. • Suppliers are experiencing high costs in doing business and may be transferring them to the state. • We have minimal spend data and analytics to better leverage buying power. Our buyers and suppliers have a less than optimal experience due to outdated and complex technology that is not intuitive. We also have a fragmented systems approach with multiple points of entry that is difficult for buyers and suppliers to navigate. 5

The included presentation and speakers notes are provided to the vendor community on an as-is basis as a companion to the RFP materials and for reference purposes only. All State requirements are contained in the RFP documents. Opportunity Overview NextGen eProcurement: Vision The State seeks:  A cloud-based, managed service with a strong interest in a Software as a Service (SaaS) Solution delivery model  To encourage industry partnerships where necessary to bring a best-of-breed, innovative , integrated , and comprehensive Solution with the latest software available  An adaptive and configurable Solution to accommodate the different needs of State Agencies and evolve as the State’s needs and legislative requirements change  Deployment that will provide value early in the implementation 6 Speaker: Kelly Sanders The State is seeking to implement a more strategic, well-coordinated, standardized and fully adopted eProcurement Solution that fully integrates with the State’s enterprise resource planning system also known as OAKS. We have a strong interest in a SaaS solution. We encourage the industry to partner to provide a comprehensive, best of breed solution with the latest software available at the time of implementation. The state expects the eProcurement Solution to be an Out of the Box solution that is adaptable and configurable to meet the needs of our broad user base and accommodate legislative and policy changes as they evolve. We realize that some of the expected innovations and functional requirements may necessitate customizations/extensions to an existing Solution but we intend to scrutinize those requirements to ensure they are truly necessary. We expect that those requirements that are deemed necessary for customization become part of the offeror’s base eProcurement product. We are looking for the solution to demonstrate early value and return on investment to the State. 6