A typical task in the management of a project is administration of the bid process including issuance of all bid documents to the bidders and receiving the bids at a specified time and place. In this era of time saving technology, it is surprising how many owners are still using a manual paper process to distribute bid documents and receive bids. While this process is without a doubt tried and true, it comes at a very high cost: printing paper sets of bid documents, distributing those paper sets, tracking who has documents, issuing addenda, staff time to manage the process are all time consuming and expensive.
Published in the Educational Procurement Journal of NAEP (Fall 2016)
If your responsibilities include requesting and managing bids or proposals for goods, services or construction you have likely received submissions that did not comply with your expectations and documented requirements. They may have been received late, were missing required information or contained some other irregularity that rendered the submission non-responsive. When your objective is to run a fair and equitable process that ultimately selects a fully compliant and responsive bidder, then the process you utilize matters.
If you are closing a bid, tender or RF(x) and the closing time is 2:00 PM, when is that? That’s easy, it’s when the clock says 2:00 PM, right? Not necessarily. Which clock, the one on the wall, the one on your phone, the watch on your wrist or the official national time clock? Any one of them could be correct but what matters is what you stated in your Instructions to Bidders.
We set out a number of years ago to modernize and streamline the methods used for the calling and submission of bids, tenders and RF(x)’s. We understood the pain points experienced by both the procurement professional receiving the submissions as well as the proponents. The traditional paper based process is no longer good enough and presents too many potential problems and costs for both parties.
About Etegri Blog
Our blog will periodically post information related to procurement with a focus on sourcing and bid processes and issues. We look forward to your participation.