Procurement Strategies for Innovation

You don’t have to wait for the innovation you need. It’s here now, and with modern procurement options, you can secure the innovative technology you need, fast.  

In state and local government, the procurement process is complex and lengthy, often posing as a barrier to organizations’ access to technology solutions they need. Traditionally, states might begin the procurement journey with a Request for Information (RFI) to learn more about products that are available in the marketplace. Creating that RFI, publishing it, getting submissions, and then providing opportunities for demonstrations can take anywhere from nine to twelve months.  

Traditional Methods 

After completing the RFI process, the state would then embark on the Request for Proposal (RFP) process. This follows a similar process, but often takes significantly longer, due to more complex approval processes at the local, state, and/or federal levels. These processes combined can mean that a jurisdiction will wait eighteen to twenty-four months before a vendor even comes in the door. That doesn’t solve the problems you are facing now. 

The delays and approach caused by the traditional process can often lead to missed opportunities, so the technology never ends up in the organizations hands at all. Organizations may get frustrated and abandon pursuing a solution completely. Typically, purpose-built solutions that are intended specifically for certain program needs are often left behind, meaning that organizations cannot reap the benefits of a faster return on the investment.  

State and local organizations and solution providers can all agree that procurement is always a challenge. This is why many jurisdictions have opted to pursue only one procurement with all scope included, rather than multiple procurements. It is a daunting task that holds us back on both sides. Fortunately, the procurement models and vehicle options have been advancing; making the process easier and faster to support multiple procurements as part of an overall solution or modernization strategy.  

A New Way of Buying 

Thankfully, it is 2024 and you have options. From expedited procurement vehicles to the advantages of choosing a specialized vendor, to the shortened implementation time offered by a commercial-off-the-shelf (COTS) solution, there are ways for organizations to get innovative technology without the headache often caused in the previous procurement processes.  

The RFI process might work well for a larger modernization approach but is not necessarily effective when considering point solutions to solve specific problems. It is important to note that RFIs are often broad and don’t typically elicit responses from specialized solution providers. An organization is not likely to find a specialized vendor, like Diona, through one RFI/RFP or one procurement. This means that the organization is not getting the full picture of the innovative technology that is available to them.  

Research:

Finding solutions that are specialized requires organizations to be smart buyers and do their own research outside of the RFI process, so they don’t miss out on technology that can address their short and long-term mission critical needs. Learning about specialized solutions can be done through a variety of public sources including internet research, webinars, conferences, and peer collaboration. This self-driven research expedites procurement, by eliminating the waiting period between release and response of an RFI as a prerequisite to purchasing. RFIs are not required, but due diligence is necessary.

While doing multiple procurements does seem like extra work on the surface, organizations can achieve faster, more significant ROI by securing purpose-built, innovative technology that can be quickly implemented as a first step in the larger modernization strategy.  

The value of purpose-built solutions as part of an overall solution cannot be understated. Diona’s sole focus is on systems of engagement for health and human services programs. While other platforms come with mobile capabilities, they tend to be mobile responsive capabilities that require customization for health and human services. With Diona, the solutions are already purpose-built and platform agnostic, requiring minimal configuration. Additionally, because they are native mobile solutions, they leverage the device’s existing capabilities. All of this makes Diona solutions a great candidate for procurement outside of larger system modernization efforts. We share this as a way of demonstrating why procuring specialized solutions separate from the larger system is worth the effort and required justification. 

Worth the Effort 

Procurement is a complex and often exhausting process, but with a little research and a little creativity, organizations have the power to ensure that it doesn’t drain their resources and does make an impact. By securing purpose-built solutions, leveraging modern procurement vehicles, and embracing commercial off-the-shelf (COTS) technology, organizations can mitigate the time, stress, and complications that often occur in the procurement process to meet mission critical organization goals.