The Observatory of Public Sector Innovation (OPSI), as part of the Organization for Economic Cooperation and Development (OECD), created the Case Study Library, a collection of real-world cases and examples showcasing innovative practices and solutions in the public sector. 

The Case Study Library contains over 800 case studies from different countries and regions that highlight various aspects of public sector innovation. Each case study typically provides detailed descriptions of innovative projects, initiatives, or policies that have been implemented by governments or public organizations to address specific challenges, improve service delivery, or drive positive change.

One of our most significant projects, the Tianguis Digital Prebases module, has earned a place in the Case Study Library, highlighting its status as an innovative government strategy. The Prebases module within the Tianguis Digital is designed to foster citizen engagement in the planning of critical and high-impact procurement processes for Mexico City. This initiative benefits the city's more than 9 million residents by providing a platform for citizen input and participation in public procurement. It also aids the 90 purchasing units in enhancing their planning, securing higher-quality products, and generating cost savings for the city.

👉🏼 About the Tianguis Digital Prebases module

Between 2020 and 2021, the Digital Agency for Public Innovation (DAPI) of Mexico City played a pivotal role in supporting the Ministry of Mobility's efforts to revamp and expand the Ecobici system. In this collaboration, a significant milestone was reached when the first discussion of Prebases took place, resulting in substantial improvements in project planning. Remarkably, this led to a remarkable 54% cost reduction from the initial budget to the awarded contract price.

Impressed by the tremendous impact and success of this endeavor, the Agency decided to create a tool that could facilitate similar discussions through an open, collaborative forum for planning document discussions across various agencies, entities, and municipalities within Mexico City. This effort culminated in the development of the Prebases module.

To design and build this tool, the DAPI conducted a series of interviews with a diverse range of stakeholders, including citizens, civil society organizations, suppliers, and public servants responsible for procurement procedures. The approach followed the design thinking methodology, which aimed to identify needs, additional functionalities, desirables, and potential risks for the tool's construction. 

On February 4, 2022, the very first pre-base discussion procedure was published on Tianguis Digital. Since then, a total of 8 procedures have been initiated, amassing over 800 interactions. These interactions have granted access to suppliers registered in the City's Supplier Register, along with all civil society organizations and citizens who possess a city’s key account. 

👉🏼  Areas for enhancement and expansion

Since then, the city was able to increase in terms of: 

• Citizen engagement: Prebases empowers citizens, civil society organizations, suppliers, and government entities to actively engage in the planning and development of high-impact procurement procedures, enhancing the transparency of the process and ensuring that the public has a say in the decisions that affect their community.
• Transparency and accountability: By openly discussing and formulating planning documents and bidding bases, Prebases facilitates a higher level of transparency, ensuring that procurement procedures are conducted fairly and that decisions are well-documented, contributing to improved accountability.
• Efficient purchases: Prebases significantly improves the efficiency of procurement by streamlining the planning process. Through direct input from suppliers, experts, and citizens, the platform helps in creating well-informed technical annexes and bidding bases. This results in more efficient purchasing processes, ultimately leading to the acquisition of higher-quality goods and services.
• Encourages competition: By allowing suppliers to be aware of upcoming procurement procedures from the moment pre-base documents are published, Prebases encourages more vendors to participate. This competitive environment can drive down costs, increase innovation, and result in better value for the government and the public.

👉🏼  The biggest challenge

One of the significant challenges that the Prebases initiative has encountered during its implementation revolves around the tool's awareness and understanding. As this discussion process is innovative and proactive, it doesn't align with the conventional stages of a traditional procurement procedure. Consequently, there's limited awareness and utilization of the tool among URGs (Units Responsible for Procurement). Furthermore, the initiative's reach through social networks and government media has been rather limited.

In response to this situation, we've been proactively reaching out to strategic partners interested in conducting these types of exercises. We've also initiated contact with registered suppliers via email, aligning their business focus and related procedures with opportunities to participate in Prebases discussions.

Additionally, the agency has been actively pursuing promotional efforts with national and international organizations, seeking recognition through awards and calls for submissions that can help us gain wider exposure.

👉🏼 The biggest learning

Fostering transparency, innovation, inclusivity, and citizen engagement in procurement procedures through a range of initiatives, strategies, or tools is a critical endeavor that enhances the functioning of any government. It democratizes the procurement process and aids in the transition toward open governance.

Investing in initiatives like Prebases consistently offers more benefits than challenges for public administrations. That's why the DAPI, with the goal of improving not only Mexico City's management but the entire region's, actively seeks to promote developments and projects that can be replicated, shared, and adapted to diverse contexts.

Prebases actively encourages citizen involvement in the planning of strategic and high-impact procurement procedures for Mexico City. However, its potential extends far beyond; it has the capacity to revolutionize the way public procurement planning is approached throughout Latin America.

Fabián López Xochipa, former Director of Open Government and Institutional Strengthening at the Digital Agency for Public Innovation (ADIP) in Mexico City, who spearheaded the implementation of the Pre-Bases module during his tenure, stated: "With the six modules currently in operation, we surpass any public procurement platform in Mexico. The goals of Tianguis Digital are to reduce operational costs of purchases, streamline supplier access, and translate that into increased competition and lower prices. Our objective is to foster a new culture in the way public procurement is conducted, transform the dynamics of how a purchase is conceived, engage with citizens and suppliers in an organized manner, and eliminate opacity."

He also emphasized that "it's not just about uploading PDF files, but also about transforming the interaction between suppliers and the government in a quick and simple manner."

The inclusion of Tianguis Digital's Pre Bases Module in the prestigious OECD Case Study Library stands as a testament to its groundbreaking impact on public procurement practices. This innovative government strategy, spearheaded by Fabián and the Digital Agency for Public Innovation (ADIP) in Mexico City, has not only changed citizen engagement in critical procurement processes but has also significantly improved transparency, accountability, and efficiency in the city's purchases. 

As we reflect on the achievements and challenges outlined in this journey, it becomes evident that initiatives like the Pre Bases’ Module play a pivotal role in democratizing the government procurement process and steering governments towards open governance. The dedication to promoting developments that transcend borders underscores the commitment to not only elevate Mexico City's management but also inspire positive changes throughout the Latin American region. Let's all take inspiration from Mexico's example and strive to build more open governments!

This blog was written by Gisela Montes, GovTech Community Lead at Glass.