Ocean State ProcuresTM (“OSP”) is the State of Rhode Island’s new eProcurement system that will provide an intuitive, statewide, web-based system that delivers a full “procure-to-pay” process for statewide use. OSP will deliver procurement process efficiencies, creates savings in improved agency/vendor interfaces, offer increased transparency and enhances the overall procurement process.
OSP offers an electronic procurement process for vendor registration, requisitioning, bidding, purchase orders, contract management and invoicing. State procurement users will also be able to shop for goods and services more readily utilizing online marketplace catalogs. OSP will be made available to vendors, all State of Rhode Island agencies, quasi-public agencies, institutions of higher education and municipalities including school districts. The public will see increased transparency to view solicitations and awards issued through OSP’s related public facing pages without the need for a user account.
OSP will be accessible online 24/7 to view and/or use.
What to Expect from Ocean State ProcuresTM
Ocean State ProcuresTM system capabilities and benefits include:
- Enhanced communication, online bidding experiences and self-management of profile, solicitation activity and award data for vendors.
- Real-time insights into the status of solicitations for agencies, vendors and public alike.
- Reduction in burdensome manual processes in the submission, evaluation and awarding of solicitations.
- A single point of access for all state solicitations and standardization across state agencies
- Increased order accuracy and reduced cycle times.
- Improved catalog shopping experiences for goods and services on Master Price Agreements (MPAs) and agency price agreements (APAs).
Most essential is the system’s ability to promote statewide procurements and transparency through open and equal access to procurement opportunities for new and existing vendors alike, including local and minority and women-owned business enterprises.
Our OSP implementation is now in the first of two-phases. During Phase 1 roll out we launched the Contract Board, migrated Master Price Agreements and Continuous Recruitments to the Contract Board, opened Vendor Registration for all Vendors and Bidders, which we kicked off with a Post Card Campaign “Wish you were here!” - perhaps you recently received a Post Card welcoming you to register. We most recently launched our Bid Board for Master Price Agreement Opportunities and Open Enrollments (formerly known as Continuous Recruitments), and more opportunities are to be phased in until we reach full migration. Enhanced solicitation management is on its way. We have launched our new Purchases’ website providing OSP informational updates, training materials/guides/videos and improved procurement resources, including our Agency Resource Center (“ARC”) rebranded as the BEACH.
There’s more on the OSP Horizon, Phase 2 will bring Catalog Management, Contract Management, Order Management and full integration with our RIFANS system. Visit this page and our What’s New Page to stay informed.
Until notified otherwise, RIVIP/RIFANS will remain the system for maintaining solicitations currently in process, managing purchase orders, and submitting invoices. Until OSP is fully implemented with all agencies, it is the vendor’s responsibility to monitor OSP, RIVIP/RIFANS and Division of Purchases’ website for any updates and solicitation opportunities that may be of interest.
OSP will also be offered to our quasi-agencies and municipalities for use.
Training & Support:
During the project implementation and beyond, training and support will be provided to introduce vendors and agency users to OSP as key functionality is released. Training will be made available either in live sessions, webinars and/or online documentation. Notice of training sessions and training documentation will be available on the Division of Purchases website at Training and Instructions.
Definitions of Terms
Bid Board – Online agency/buyer solicitation development, posting and vendor award process with enhanced features such as vendor acknowledgement of addenda, increased agency visibility into the bid progression, electronic vendor proposal submissions and virtual bid openings. To respond to the Bid Board opportunities on our Solicitations page at https://www.ridop.ri.gov/solicitations/ bidders must be soft registered in Ocean State ProcuresTM To get registered click HERE or go to https://www.ridop.ri.gov/vendor-registration/
Catalog Management – An online shopping experience via an electronic centralized directory of goods and services accessible by agency users. These collections of items to procure will enhance user search and retrieval experience. Suppliers will be able to self-service their catalogs, keeping their catalogs current.
Contract Management – Centralized repository that will improve visibility and control of contracts throughout the lifecycle. This will provide spend data, promote consolidation and timely renegotiation of contracts. All users will have access at any given time with system functionality to track contract stages as new, expired, and soon to expire. Agency RFP solicitation review committee members will have electronic access to vendor proposal submissions.
Contract Board – This will be the centralized repository for contracts issued by the Division of Purchases. Agency users will have expanded search and filter capabilities.
Order Management – Agency requisition initiation, agency receiving, vendor invoicing, vendor payment integration and RIFANS integration. Enhanced compliance with all sourcing, authorization and financial controls. Enhanced visibility to all requisition approvers and efficient approval process allowing multiple approvers to approve at any time.
Vendor Management - Vendor Management consists of vendor registration and vendor account management. Vendors can self-manage their account data and add users within their organization. A vendor’s account provides access to view active and archived solicitations, submit bid/proposal responses, process invoices online and view payment records.
To compliment Vendor Management, the State is also transitioning to a new commodity code set with United Nations Standard Product & Services Commodity/Services Codes (UNSPSC). This is a more comprehensive code set used to classify all products and services. More information on UNSPSC can be found at: http://www.unspsc.org/search-code.
Solicitation Management – Online agency/buyer solicitation development and posting/award process with enhanced features such as vendor acknowledgement of addenda, increased agency visibility into the bid progression, electronic vendor proposal submissions and virtual bid openings.
The OSP system is fully web-based application. A computer, smart phone or tablet with internet connectivity is required for use of OSP.