Lextran (KY) Doubles Supplier Reach with Proactive and Organized Contract Management

While the transit authority has been using an e-procurement system for years, Hoke often felt more under water than on fire. 

“Before OpenGov, we were rushing RFPs, and this process is not something you want to rush,” said Hoke. 

As a team of two, Hoke and her colleague manage more than 6 RFXs at once, all the way from issuance to contract negotiation. While some of this process was digitized in their legacy system, most tasks remained manual. 

Hoke used Excel to manage contract timelines, Word to build solicitations, and email to remind internal and external stakeholders of deadlines. All of this clerical work was tedious and often left Hoke without time to negotiate a contract once the bid cycle was completed. 

When the contract was up with her legacy system, Hoke began the quoting process to explore options. She met with multiple vendors, including her legacy vendor, and ultimately decided OpenGov was exactly what she needed. 

“The software itself, and everything that came along with it, and for that price tag… it just sold itself,” said Hoke. 

With once manual processes now automated in OpenGov, Hoke not only feels more productive but also more confident: “Having that time to really focus and make sure we get it right helps us to have the best RFP possible,” said Hoke. 

“Right now we have 6 RFPs and 1 RFI open. Before OpenGov, we would’ve been drowning. But this software helps us stay organized, on track, and keeps it easy.”

Stephanie Hoke, Finance and Purchasing Manager, Lextran, KY

New Features Worth Mentioning 

After a quick one-month implementation, the transit authority is already reaping the benefits of a fully automated solution for every aspect of the purchasing cycle. Hoke pointed out her three favorite features which she previously did not have: 

Scope Library

This is Hoke’s favorite tool in OpenGov. Hoke can see how her peers are crafting certain bids and publications—saving her hours of work conducting external research. 

“Recently, we had a bid out for a general electrician to have on call, and we’ve never had that before,” said Hoke, “The scope library helped a lot to look into what other people have put in similar RFPs or publications. It has really been a huge help for us,” said Hoke. 

Intelligent Boilerplates 

Hoke used to spend way too much time passing a Word document back and forth while multiple stakeholders made amendments. With OpenGov’s various templates, it is “easy” to get a bid drafted and shared with multiple departments.  

“It’s really nice not having to download and upload versions, and just being able to have the publication available to read through quickly.”  

Bi-lateral Approvals for Contract Management

Finally saying goodbye to her mile-long spreadsheet of contract timelines, Hoke now leans on OpenGov’s contract management software to do the dirty work. 

“I definitely feel like it helps us be more efficient with our timelines. It’s like having a weight lifted off your shoulders. The software does it for you in terms of organizing.”

Not only does the solution keep Hoke and her team on schedule, but also automatically alerts other departments and stakeholders of deadlines. 

“The fact that we’re able to share reminders with other departments and let them know we’re going to be starting an RFP soon, or to review the scope, or a contract… These different reminder options really help us stay on task.” 

Ahead of the Learning Curve 

To Hoke, this is just the start of her journey with OpenGov Procurement: “With OpenGov, no matter what, you can learn something new. You can tell it is constantly evolving.” 

Hoke enjoys weekly training sessions with OpenGov’s team of government experts and the abundance of learnings in the resource center. She also submits ideas for enhancements in the Customer Portal and looks forward to seeing them reflected in the product. “It is just so easy to find what you need,” she said.