Meet the City of Baltimore Bureau of Procurement

As the largest city in Maryland, Baltimore is home to roughly 570,000 residents, with nearly 20% of the local population employed by the city—a rate well above the national average of 15%. The City of Baltimore issues close to $1 billion in annual contracts for dozens of municipal departments. BOP supports many of those agencies with a workforce of 58 staff members, including The Print Shop. The Procurement Operations team, when fully staffed, is led by six managers with 25 direct reports; BOP plays a central role in how the city functions.‍

The challenge

When Kimberly Moeller stepped into her role after 18 years in private-sector procurement, she saw a clear opportunity to bring more structure and visibility to how work was managed. With processes happening across emails, spreadsheets, and meetings, there was room to simplify collaboration and strengthen alignment. She aimed to create space for more meaningful engagement with stakeholders and build a system that could support both accountability and trust across agencies.

“Before monday.com, it could be challenging to present real time information and messaging during agency meetings,” said Kim. “Now, we’re more aligned and better equipped to represent our work with confidence.”

Baltimore previously launched an ambitious 22-point Procurement Transformation Plan, designed to streamline processes, improve collaboration, and further elevate confidence in city operations. Finding a solution to clearly visualize transformational progress in a way that supported fast, data-backed updates has been an added bonus of moving to monday.com

Leadership is able to provide deeper insights into areas like team capacity, project milestones, and spending, especially for meetings with City Council and the Mayor’s Office, where demonstrating momentum on the transformation plan is a key focus.

The solution

Why monday.com

For a department managing hundreds of moving pieces, monday.com offered the right balance of structure and flexibility. It allowed the Procurement team to build and evolve their own workflows without waiting on technical support. Teams could collaborate in real time, reduce redundancy, and maintain full visibility across workstreams.

Its no-code setup, automation tools, and intuitive dashboards made it easy to implement and scale. “We didn’t need a separate system for reporting or collaboration—it all happens in monday.com,” said Kim.

A centralized system for modern procurement

Working alongside monday.com and XTIVIA, Kim and her team set out to modernize procurement operations, replacing scattered spreadsheets and siloed workflows with a unified platform. Every process, project, and performance metric now lives in one space, giving teams a more agile, transparent, and scalable way to manage procurement from start to finish.

Live tracking across priorities

At the core of this shift is a Solicitations Tracker, a single source of truth for both formal and informal procurement workflows. Managers and leadership now have full visibility into progress, while agencies get real-time updates without relying on recurring check-ins. A Renewals and Amendments Tracker adds another layer of control automatically surfacing key dates, spend thresholds, and upcoming expirations.

Even the city’s Procurement Transformation Plan is managed within monday.com. Each of the 22 reform recommendations is tracked by owner, timeline, and progress—enabling live updates for City leadership and creating a shared view of momentum across departments.

Driving transparency and confidence at every level

Instead of manually preparing presentations for the Mayor or Agency leadership, the Procurement team can now share live dashboards that reflect real-time progress across every initiative. This shift has helped streamline communication, increase trust, and reduce the effort required to keep stakeholders informed.

The impact

In under a year, the Bureau of Procurement achieved 70% adoption across its staff, with every procurement officer now operating inside monday.com. The transformation reduced administrative bottlenecks and accelerated turnaround times. Real-time dashboards give leaders a clear view of workload distribution, potential roadblocks and hiring needs which leads to enabling smarter resource planning.

Beyond efficiency, the change has enhanced trust across city departments. The Chief Procurement Officer now relies on live dashboards to track progress and performance, eliminating the guesswork that once slowed collaboration. Other agencies — including Fire, Recreation & Parks, Public Works (DPW), and General Services (DGS) have taken notice, adopting or exploring monday.com after seeing the momentum firsthand. Since rolling out the platform, teams have reported faster service delivery and fewer emergency or off-cycle procurements.

That clarity and ownership is driving measurable impact. Based on monday.com’s internal analytics, the team has saved over 2,500 hours a year, representing an estimated $83K in value and delivering 2x ROI across their implementation.

More importantly, the culture has evolved. “We identified early adopters and created peer-led momentum,” said Kim. “Now, people are proud to be in monday.com. It’s no longer, ‘I think this is done’ — it’s, ‘Here’s exactly where we are.’”

The result is a system that supports not just operational efficiency but a more proactive, data-driven, and accountable culture across the city’s procurement landscape.

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