Going Digital: Procurement Office Introduces New eProcurement Software

Orange County Procurement Office has transitioned to an eProcurement Software Solution platform called OpenGov Procurement intended to make the County’s procurement, contracting and purchasing processes more efficient. The new platform will go live on December 3, 2021.

To facilitate a smooth transition, currently advertised solicitations will be accepted on the legacy e-bids/Mercell system AND the new systems at the same time. New solicitations will be posted in OpenGov effective December 3. Notices advising of the change were released on November 29 and will be sent out again on December 3, giving vendors time to activate their accounts in the new system.  Direct invitations will be sent to all vendors (with valid email addresses) registered to do business with the County.

The implementation will occur in phases, and once fully active, the platform will transition the award-winning Procurement Office, into an intuitive, automated solution. Orange County Procurement has won an Achievement of Excellence Award from the National Procurement Institute for 26 years in a row.

The digital switch will do the following:

• Automate various manual tasks such as: bid tabulations, document generation, and routine outbound notification to staff and contracted vendors of upcoming contract and contract document deadlines and expirations.
• Eliminate redundant software applications in use and duplicative data entry.
• Integrate and interface with the current County’s financial system, related websites and other systems/applications.
• Reduce manual, paper-based processes and process cycle times.
• Improve procurement interactions with internal customers (user departments) and external customers (constituents, bidders and vendors) by providing accessible dashboards and customer support through phone, live chat and email.
• Modernize the commodity code structure, and reduce barriers to entry for vendors, increasing opportunities for the business community.
• Support greater visibility on mobile applications and devices.
• Support compliance with the Americans with Disabilities Act.
• Integrate with third-party platforms to increase supplier diversity outreach and support digital/electronic signatures

“As implementation progresses, we’ll develop communication and training plans to ensure County staff are successfully prepared to utilize the solution,” said Carrie Mathes, Procurement Division manager. “We want to give them the information they need in a timely manner to support their operations. Contractors can expect a more streamlined experience and more collaborative customer service.”

Orange County has approximately 20,000 unique contractors (including vendors and suppliers), so Mathes stressed the importance of activating their accounts in the new system as soon as possible.

For contractors, in order to access the new system and activate your accounts, go to https://secure.procurenow.com/portal/orangecountyfl.