Procurement AI Solution | ED-25-559 | Template v12.07.21 | 1

City of

Long Beach Expression of Interest FM-25-559

Procurement AI Solution

Procurement AI Solution | ED-25-559 | Template v12.07.21 | 1

Overview

Summary

The City of Long Beach (City) seeks a procurement technology solution that leverages artificial intelligence (AI) to improve efficiencies of common procurement functions including, but not limited to, sourcing vendors, performing outreach, drafting solicitations, and researching contracts.

Key Dates

Release Date: January 31, 2025

Responses Due: 11:00 AM (PST), February 14, 2023

The City reserves the right to modify these dates at any time, with appropriate notice to prospective

Contractors. Nothing in this Expression of Interest constitutes an agreement that Respondents will be retained by the City for any term.

Response Information

Responses must be submitted electronically via the

City’s Long Beach Buys portal, available at https://longbeachbuys.buyspeed.com/bso/

Official Contact

Tommy Ryan rfppurchasing@longbeach.gov

All communication with the City related to this EOI must be directed to the contact listed above.

https://longbeachbuys.buyspeed.com/bso/ mailto:rfppurchasing@longbeach.gov

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Contents

1 The Opportunity

1.1 Background

1.2 Goals

1.3 Project Details

1.4 Result of the Expression of Interest

2 How to Respond

2.1 Timelines & Instructions

2.2 Response Template

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1 The Opportunity

1.1 Background

The City is exploring opportunities to pilot a procurement technology solution to improve efficiencies of common procurement functions including, but not limited to, sourcing vendors, performing outreach, drafting solicitations, and researching contracts. This pilot solution should utilize AI to streamline deliverables to make procurement functions more efficient and equitable.

The Procurement Services Division, located within the Department of Financial

Management, oversees most of the formal solicitations completed by the City. It, among a plethora of other duties, oversees the City’s P-Card program, reviews informal purchases and exceptions to policy, and helps vendors understand how to do business with the City. This includes performing equitable outreach to all parts of the vendor community, including non-profits, community-based organizations, and historically under-served populations. To make the procurement process easier, the City recently engaged in an Extreme Procurement Makeover, which included launching Long Beach

Buys, the City’s new online procurement platform. Please note that the procurement technology solution referenced in this Expression of Interest (EOI) will not replace the existing platform. The City simply desires to engage a vendor that can supplement the existing system and provide additional benefits and resources.

This pilot opportunity originated through Pitch Long Beach!, which encourages organizations to propose project ideas to the City. The City aims to be open and competitive in awarding contracts, and to work collaboratively with stakeholders to develop the best possible solution. In line with these guiding values, the City is issuing this

EOI to determine whether additional organizations would be interested in the opportunity to provide a procurement technology solution on a pilot basis, and would be able to meet the needs of the City.

Interested organizations are encouraged to express their interest by following the response instructions below. The organization that submitted an initial proposal to Pitch

Long Beach! has already expressed interest and is therefore not required to respond.

1.2 Goals

• Streamline procurement operations and make internal processes more efficient

• Reduce the time it takes staff to draft solicitations

• Reduce the time it takes to research contract options and perform market analysis

• Increase the City’s vendor pool, with a focus on Long Beach-based businesses

• Expedite the outreach process while identifying new potential vendors

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1.3 Project Details

The City is seeking to pilot a procurement technology solution to make the Procurement

Services Division even more efficient than it already is. This pilot solution should save staff time and resources and make the process more efficient and equitable. It is desirable that this solution leverage AI to include the following features/capabilities:

• Ability to generate solicitation language, such as scopes of work, goals, or key performance indicators, to expedite the drafting process

• Ability to perform market analysis to identify businesses the City could do business with / identify potential respondents to a solicitation

• Ability to search for and identify relevant NAICS codes

• Ability to search NAICS codes

• Ability to integrate with existing City systems

1.4 Result of the Expression of Interest

Interested organizations are encouraged to express their interest by following the response instructions below. If multiple vendors express interest in this opportunity and are deemed responsive, responsible, qualified, and presenting a solution that meets the

City’s needs in the City’s sole discretion, the City may issue a formal Request for Proposals

(RFP) to competitively award a contract for a procurement technology solution.

Notification of the result of this EOI, and of a future RFP would be issued through the

City’s electronic bid notification system. Successful pilots may have the potential to be extended into longer term contracts.

This is an EOI only. This EOI does not constitute an RFP, a promise to issue a solicitation in the future, or any contract whatsoever. Respondents are advised that all costs associated with responding to this EOI are solely at their expense.

2 How to Respond

2.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC)

& DATE LOCATION / ADDITIONAL INFORMATION

Release date January

31, 2025

Responses due 11:00AM, (PST), February

14, 2025

• Responses should be submitted electronically via the City’s Long Beach Buys portal, available at

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• Late Responses, or Responses submitted through other channels will not be accepted.

• Respondents are responsible for submitting their Responses completely and on time.

o Respondents will receive an e-bid confirmation number with a time stamp from Long Beach Buys indicating that the Response was submitted successfully. The City will only receive

Responses that were transmitted successfully.

o Technical support is available by phone at (562) 570-6200 or by email to

LBPurchasing@longbeach.gov o Support resources including a list of

Frequently Asked Questions are available on Long Beach Buys

Responses reviewed to determine next steps

February

• If multiple vendors express interest in this opportunity and are deemed responsive, responsible, qualified, and presenting a solution that meets the City’s needs in the

City’s sole discretion, the City may issue a formal Request for Proposals (RFP) to competitively award a contract.

• Notification of the result of this EOI and of a future RFP would be issued through the City’s electronic bid notification system.

2.2 Response Template

An editable version of the template below has been posted to Long Beach Buys.

Respondents should complete the editable template and submit it as their Response.

CONTACT INFORMATION

Primary Contact

Name

Title

Email Address

Phone Number

Organization

Name

Address

Website

1. In 250 words or less, describe your approach to achieving the goals of this project. (Please list any other organizations that will be involved, if applicable.)

https://longbeach-my.sharepoint.com/personal/laura_merryfield_longbeach_gov/Documents/LBPurchasing@longbeach.gov

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2. Describe your value proposition in specific terms. What makes your approach unique or sets you apart from your competitors?

3. Do you have an existing product or will you be co-creating something with the

City?

4. What is the anticipated duration of your pilot, including both set-up and evaluation times?

5. What City resources (staff, facilities, land, public right-of-way, infrastructure, equipment, software, hardware, data, etc.) would you need access to for your proposal?

6. Please share any other clients of your product or examples of product deployment. You may include links to case studies and promotional materials.

Authorization: I certify that I am authorized to submit this Expression of Interest on behalf of the organization listed above.

Name Signature Date