Why Challenge-Based Procurement Starts With F.O.C.U.S

This is the first installment of a four-part series, Unlocking Innovation through Challenge-Based Procurement by Tim Rosener, Mayor of Sherwood, Oregon, and Civic Marketplace Strategic Advisor.

In my career in the gov-tech space, I've lost track of how many times a client or colleague has approached me, excited over a shiny new solution they believe will solve a problem. It’s like assembling a team to build the ultimate playground for a neighborhood without asking the kids what they actually want. You might end up with an impressive structure full of monkey bars and climbing walls, only to find out the kids wanted a big open field to play soccer. Not only do you miss the mark, but you also waste time and resources on something that doesn’t deliver real value. 

The best ideas often come from asking questions and involving the people who are closest to the challenge or have fresh perspectives. Similarly, when we jump to define a solution without first understanding the outcomes we seek, we risk missing critical insights that may come from internal change agents or external experts who have a broader perspective on the challenge. Worse, we miss opportunities to truly drive innovative solutions and programs that deliver for our communities.

When I see someone enthralled by the shiny new bauble, I always encourage a pause. Before we dive into the glitter and glam of a shiny new toy, I would always say, "Let’s FOCUS on the outcomes and let the process drive the solution." After all, the best playgrounds aren’t built by assuming we know what kids want—they’re created by asking questions, listening, and embracing ideas from those closest to the challenge and, more importantly, the consumers of your services. 

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So, what do I mean by FOCUS?

• Framing the opportunity: Do we truly understand the underlying opportunity?
• Outcomes-driven: What are the desired outcomes, and do they align with our goals?
• Collaboration-oriented: Are we tackling the challenge with a focus on collaboration?
• Unique solutions: Are we encouraging creativity and innovation in our approach to finding solutions?
• Successful results: Do we have metrics and KPIs that align with the outcomes we seek?

Picture this FOCUS-based kickoff meeting: We have a lively discussion, digging deep into the heart of the matter! We toss out questions like confetti: “What are the outcomes we truly want to achieve? How do these fit into our greater vision and goals? Are we genuinely equipped to provide expert advice here? Do we have the subject matter experts at the table? And most importantly, do we truly understand the problem or opportunity we are trying to solve?”

This is the first step—a big tent approach where collaboration takes center stage. To find truly innovative solutions, we need to invite a diverse mix of voices to the table. This means engaging external experts who can provide fresh perspectives and tapping into the ideas of internal change agents who know the nuances of the organization’s challenges. By fostering an environment where every idea is valued and backed by experience, we create a foundation for breakthroughs.

Throughout that process, we may realize we don’t know the best solution or even fully understand the problem. And that’s the point! We need to engage in a generative, collaborative process that unlocks the power of collective intelligence. 

This is where challenge-based procurement enters the conversation, providing the structure to turn outcomes into actionable, innovative results for the communities we serve.

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Ready to Lead Smarter Procurement?

Challenge-based procurement isn’t just a trend-it’s a shift in mindset. It demands focus, clarity, and the courage to ask better questions. If you're tired of bloated RFPs and solutions that miss the mark, you're not alone—and you're exactly who we wrote this for.

✅ Want to move faster?

✅ Want to find better-fit vendors?

✅ Want to unlock innovation instead of managing bureaucracy?

Then let’s keep the conversation going.

➡️ Share this post with a colleague who’s ready for change.

➡️ Tag a public servant or supplier who’s leading with focus.

➡️ Or just reach out—we’d love to hear how you're approaching smarter procurement.

Because the future of public procurement won’t build itself.

Have thoughts or want to contribute? Email Tim Rosener directly at tim@civicmarketplace.com. Let’s build something better, together.