Sponsored content powered by ICMA partner, NASPO.

The term modernizing procurement doesn’t mean starting over. More often, it happens after looking at what you’re already doing and finding small, practical ways to make processes and strategies better.

For many local governments, the execution of “innovation” and “modernization” might sound like a big overhaul, with new systems, expensive tools, and big changes—which aren’t always realistic or even necessary. 

Most procurement teams rely on standard templates and tools like requests for information (RFIs), requests for proposals (RFPs), supplier outreach, and other evaluation processes that are commonly effective. As modernization continues to be a top priority, there may be opportunities to fine-tune these methods so that they produce more targeted and useful information. 

If you’re looking for a practical way to modernize procurement operations and explore innovative procurement methods, one strategy worth considering is to focus on how your processes guide responses.

What Does Innovation Really Look Like?

RFIs remain a go-to tool for procurement teams looking to learn from suppliers before a formal solicitation begins. In principle, they’re designed to make the process more collaborative, but oftentimes instructions can get complicated. 

Suppliers may end up guessing at what’s really needed. Some responses submitted may be longer than expected, making them difficult to compare. Suppliers may include everything they can think of, just to be safe, and then your team spends more time sorting through information than finding important details.   

Why Does This Happen? Because Expectations Aren’t Clear 

This isn’t just a spotlight on the challenges of the process, but a signal that small adjustments could improve how it functions. One approach that procurement professionals may want to consider is rethinking how RFIs and similar processes are designed. 

This approach has been explored further in a recent resource, Making the Call: Idaho’s Unique RFI Process, developed by NASPO’s research and innovation team, which highlights how Idaho’s procurement office refined their RFI process with the goal of improving the quality and usefulness of supplier responses. 

Instead of focusing only on what suppliers are being asked to submit, they considered what information can be provided upfront to guide stronger responses from suppliers. 

In practice, these steps might help improve your processes:

• Providing clearer context around the need or challenge.
• Narrowing the focus of questions to key areas.
• Adding a format to make responses easier to compare.
• Being intentional about what information is not needed at each stage.

These adjustments are minor, but they can go a long way in reducing guessing, avoiding information overload, and improving the consistency of responses. It’s a simple example of how innovative procurement methods can be applied within existing processes, especially during early information gathering. 

When Processes Are Designed to Guide Clearer Responses

What happens when you redesign your processes to help guide better responses?

• Supplier engagement improves because expectations are easier to interpret.
• Administrative burden decreases because responses are more focused and easier to review.

Shifting some effort to the front end of the process creates clarity earlier, making it easier to identify what’s useful and to move forward with confidence. It’s a small adjustment, but it can have a real impact on how manageable and effective the process feels overall.

For teams looking to get more value from their RFI process without making it too complex, this adjustment can be a practical place to start.

Moving Forward

Innovation in procurement methods doesn’t have to mean major change. Often, it’s the result of small improvements that make existing processes more effective and easier to manage over time.

If executed correctly, these changes can lead to more efficient processes that generate useful information while minimizing unnecessary challenges for both procurement teams and suppliers.